Many fiduciary firms still manage their client files across ring binders, the office server, and several email inboxes at once. The tax return sits in a folder, the power of attorney is a PDF buried in an inbox, and the note from the last phone call is scribbled on a sticky note next to the screen. The moment a staff member goes on vacation or a client needs a copy of their documents at short notice, this patchwork quickly turns into a search problem. Digitizing the client archive sounds like a major undertaking — in reality, it can be done in manageable steps, without having to digitize your entire archive in a single weekend.
Where the Switch Actually Begins
The most common mistake on the road to a paperless office is trying to do everything at once: scanning old paper archives, rolling out new software, and getting clients used to a new way of working, all in the same breath. A more realistic starting point looks different: begin with new and active client relationships, not with your entire existing archive. Every new engagement you set up digitally from now on automatically reduces the amount of paper — with no need to work through old files retroactively. The existing archive simply stays where it is for the time being and only gets migrated when it's actually needed, for example when an existing client submits new documents anyway.
The Digital Client File as the Foundation
At the heart of a paperless office is the digital client file: one place per client where documents, deadlines, and processing status all come together. Instead of sending documents back and forth by email or chasing updates by phone, the client uploads their documents directly through their own client portal. A requirements checklist shows them exactly what's still missing, the live status makes it visible whether a document has already been reviewed, and digital approval replaces the endless back-and-forth of forms. An access log additionally records who accessed which document and when. For you, this means fewer phone calls, fewer lost attachments in overflowing inboxes, and traceable documentation should questions about the processing status come up later. To see exactly how such a file is structured, take a look at the feature overview.
Migrating Your Existing Archive Step by Step
Once new client relationships are digital, the second step follows: prioritizing your existing archive sensibly, rather than rebuilding it from scratch.
- Active clients first: the clients you deal with on an ongoing basis benefit the most from a digital file.
- Prioritize time-sensitive documents: contracts and paperwork with upcoming deadlines belong in the system first, not last.
- Leave dormant files alone: closed or inactive engagements don't need to be digitized right away — doing so only costs time without any immediate benefit.
This spreads the effort over several weeks instead of a single overloaded weekend, while day-to-day business continues undisturbed alongside it.
Clarifying Team Roles Before You Switch
A digital office affects not just the client-facing side but also your internal organization. Clarify early on who takes on which role: finra distinguishes between owner and staff roles. All team members work from the same data, so colleagues can step in without any friction when someone is away on vacation, while administrative tasks such as inviting further staff remain reserved for the owner role. It's also worth setting up centralized contact management: notes from conversations, open tasks and appointments, tags for categorization, and a timeline per contact mean the overview no longer depends on any one staff member's memory. A simple contact can be turned into a full portal client with their own file whenever needed, as soon as it becomes an actual engagement.
What the Switch Means for Your Clients and Your Deadlines
For clients, one thing changes above all: they no longer need to call to find out whether their tax return is already being processed or whether a receipt is still missing. The live status in the portal answers that question on its own. Internally, you also benefit from a consolidated overview: a deadline radar shows terminations, policy renewal dates, file deadlines, and open tasks sorted by urgency in a single table — you keep track of everything without having to run several Excel lists or paper diaries side by side. Contracts and policies can also be managed per client, organized by the Swiss line-of-business catalog, with version history and a premium overview, so you don't have to dig through the archive whenever a question comes up.
finra.ch maps out exactly this path from paper to digital client management: a secure client portal with files, requirements checklists, and an access log, plus contact management, contract and policy administration, and the deadline radar, all in one view. Every fiduciary or brokerage office gets its own subdomain with its own logo and color, hosting and data storage take place exclusively in Switzerland, and data is encrypted and cleanly separated by client — essential requirements when handling sensitive client data under Swiss data protection law. Plans start at CHF 29 per month; you'll find the details on the pricing page. Since finra runs directly in the browser, no installation is needed. The easiest way to see for yourself: try it free for 30 days, no credit card required.