How McKee CPA Centralized Tax Collaboration and Client Workflows with ShareFile Projects and E-Signature
Industries:
Professional ServicesProducts:
ShareFileChallenge
Managing tax processes across remote preparers required manual file sharing, limited visibility into work progress and increased security risks, making it difficult to efficiently oversee client engagements and ensure consistent collaboration.
Solution
- Centralized client collaboration and document management using ShareFile as a secure client-facing portal
- Used Projects to create standardized workflows, track engagement progress and manage work across preparers
- Leveraged e-signature to automate document routing and save signed files directly into client folders
Result
- Gained clear visibility into project status across 350 clients, improving oversight and follow-up actions
- Maintained consistent client experience during transition with no reported complaints
- Reduced reliance on manual file transfers by centralizing collaboration and document storage
Full Story
Challenge
When Timothy McKee left corporate life to start his own firm, he had a clear vision: spend less time on repetitive tax preparation and more time helping clients with higher-value advisory work.
But as his practice grew to serve around 350 clients, the reality of managing tax processes across multiple preparers—and often remotely—became increasingly difficult.
Early processes with Intuit Link and other solutions relied heavily on desktop-based tools and disconnected systems. If McKee wanted to review a return, files had to be copied to shared folders and re-uploaded into his system. “I was like, this is craziness,” he said, describing the manual, repetitive steps required just to collaborate on client work.
At the same time, visibility across the team was limited. Work was happening in different places, making it harder to understand what was in progress, what was stalled and where follow-up was needed.
Security concerns added another layer of pressure. With multiple attempted phishing and fraud interactions in a single year, McKee knew that relying on local storage and email-based processes wasn’t sustainable—or safe.
He needed a solution that could bring everything together: client engagement, internal workflows and secure document management—all in one place.
I love Projects because I can monitor what is going on with each engagement. I could see what was still outstanding and be able to question the preparer if something wasn’t being worked on.
Timothy McKee
Founder at Timothy P McKee CPA
Solution
McKee turned to ProgressÒ ShareFileÒ software to create a centralized platform for his firm’s client interactions and internal processes.
Instead of relying on disconnected tools, his team built a consistent workflow around ShareFile projects. Each client engagement became its own project, where preparers could track work, manage uploads and close out deliverables. Projects provided structure without forcing a rigid, one-size-fits-all approach.
Templates—initially generated with ShareFile AI-powered document request lists and then customized—helped accelerate setup, eliminating the need to build workflows from scratch for each engagement.
For McKee, visibility was the biggest shift. With all client work tracked in one place, he can review open projects, monitor progress and immediately see what still needs attention.
“I love projects in ShareFile because I can monitor what is going on with each engagement. I can see what was still outstanding and am able to question the preparer if something isn’t being worked on.”
At the same time, ShareFile software became the firm’s client-facing portal, giving clients a consistent and secure place to upload documents and receive deliverables without relying on scattered emails or manual exchanges.
E-signature functionality helped streamline one of the most time-sensitive parts of tax processes. Instead of routing documents through separate tools, signed returns automatically flowed back into the correct client folder—keeping everything organized without extra effort. With E-signatures in ShareFile being included in Premium rather than an add-on cost, McKee is able to save about $5 per signed return.
Together, these capabilities created a unified environment where client engagement, document management and workflow tracking all lived in one place.
Result
The impact was immediate in one critical way: control.
Instead of piecing together updates from different systems or team members, McKee can instantly see the status of work across his firm.
“I am able to monitor what is going on… and just see what is still out there to get done.”
That visibility translated into more effective oversight. If an engagement is stalled, he can follow up. If a client hasn’t submitted documents, his team can step in earlier. The process has shifted from reactive to a proactively managed workflow.
Client experience also remained consistent throughout the transition. Despite introducing a new system, McKee reported no complaints from clients—an important validation when changing tax processes.
Behind the scenes, the combination of unified client workflows and centralized file storage created a clearer separation between in-progress work and long-term records. Active work happens inside projects, while completed files—along with signed documents—are stored neatly in client folders for easy retrieval.
Just as important, McKee gained confidence in his firm’s foundation. With sensitive data centralized and less reliance on local systems, he helped reduce risk exposure while maintaining control over how work moves through the business. Furthermore, McKee believes he’s found a platform that he can stick with, after multiple failed attempts with other tools.
“After trying a few alternatives prior, I have no plans to move away from ShareFile. It does exactly what I need it to do.”
While measurable time savings are still evolving as the team continues to refine workflows, the firm now operates from a unified system designed to scale alongside its growth.
What's Next For McKee
Looking ahead, McKee is focused on building on the foundation he has put in place—step by step.He is exploring additional functionality within ShareFile software, particularly opportunities to expand automation using AI. His goal is to further streamline repetitive processes, such as creating client projects, and reduce the time spent on setup and administration.
As his firm continues to grow, he also sees potential to extend ShareFile usage into more complex, multi-service client relationships, leveraging the Client Hub—where centralized visibility across multiple engagements could become even more valuable.
For McKee, the priority remains clear: continue evolving his workflows so he can spend more time on advisory work and less time managing processes.
About Timothy P McKee CPA
Timothy P McKee CPA is a U.S.-based advisory firm focused on tax preparation, tax strategy and financial planning. Founded in 2023, the firm serves a growing client base with a combination of personalized tax services and broader financial guidance.
After trying a few alternatives prior, I have no plans to move away from ShareFile. It does exactly what I need it to do.
Timothy McKee
Founder at Timothy P McKee CPA