IT for accountants: files closed, deadlines open.
Management that allows for retention rules, confidential figures and the weeks when nothing may stall.
Short answer
IT for accountants rests on three things: client data that only the right employee sees, an archive that reaches the legal retention period, and systems that hold up in the busy months. Jevana manages the workstations, network, Microsoft 365 and backups of accountancy and bookkeeping firms. The accounting package stays with its supplier; we make sure everything around it is in order.
What is different at a firm
Confidential figures
Annual accounts and payslips of other companies sit with you.
- Access per client file, not one shared drive for everyone
- Two-step verification on mail and the client portal
- Encrypted laptops, because files go home with people
Keeping and finding
The Dutch tax retention period is seven years, longer for some documents.
- Backups with a retention period you set yourself
- A restore test, so you know a 2021 file will come back
- Mail from departed staff stays findable
Peaks in the year
Tax returns, year-end closings and payroll runs have fixed dates.
- No updates or maintenance in the weeks before a deadline
- Extra temporary accounts for seasonal staff
- A second internet line as a fallback
The accounting package is not ours, the rest is
Most firms work in an online package from a software supplier. That supplier manages it, including the backup of what is in it.
What falls outside is usually more than people think: the working folders in SharePoint or on a server, the mail with clients, scans of original documents, the link with the bank. That is what matters in an outage or a data breach, and it is what we manage.
When a firm calls us
- A client asks at the engagement letter how their data is secured
- The server in the meter cupboard is older than the youngest employee
- An intern can reach every file, because nobody ever set the permissions
- The insurer sends a questionnaire about two-step verification and backups
Questions
What requirements apply to an accountancy firm's IT?
An accountancy firm is bound by the GDPR, the Dutch tax retention period and the confidentiality in its professional rules. Technically that means separate access per file, encrypted devices, two-step verification, backups with a set retention period and a data processing agreement with every party that stores client data. We set up the technology. The legal assessment stays with the firm and its professional body.
Do you also manage our accounting or tax return package?
No, the supplier of the package does that. We make sure staff can reach it safely, that the links with Microsoft 365 and the scanner work, and that everything outside the package has a backup. If the package stalls, we find out whether it is on your side or the supplier's, and contact that party.
Can files be kept separate per client?
Yes. In Microsoft 365 or JevanaHub each client gets their own folder or workspace, with permissions per team or employee. An assistant then sees only the clients they work on. Who can open which folder can be looked up at any moment. That is also what a client or regulator means by asking how access is arranged.
How do you avoid maintenance in the middle of the filing period?
By putting it on record. For each firm we agree which weeks nothing changes: no updates that need a restart, no new software, no work on the network. Security updates that cannot wait we schedule outside working hours and announce beforehand. Big changes, such as a new server or a migration, we plan in a quiet month.
Goes well with
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IT management
Workstations, network, servers and licences looked after by two people, for a fixed monthly fee.
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Microsoft 365 backup
A daily copy of mail, OneDrive, SharePoint and Teams, outside Microsoft, with a retention period you choose.
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IT for law firms
Confidentiality built into the technology: IT management for law firms and legal service providers.
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Network & security
A connection that keeps working and a firewall that someone actually manages.
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IT partner
One party for workplace, network, hosting and website, with two fixed faces.
Tell us what you run.
An introduction costs nothing. You talk straight away to one of the two people who will actually do the work.
or email info@jevana.systems