How to Integrate DMS with Accounting Software: 6 Ways to Streamline Your Finances

Tired of chasing down financial documents?

I hear you—switching between your DMS and accounting software just to find files or fix errors can drain your time and patience.

In my experience, manual entry and scattered records always open the door to mistakes, wasted hours, and stress every month.

No surprise then that companies without smart systems spend significantly more time and money tracking down documents and double-checking data, dragging down your month-end close and making audits feel impossible.

But when you integrate your DMS with your accounting software, you can leave those headaches behind for good.

In this article, I’m guiding you step-by-step through how to integrate dms with accounting software for smoother workflows, accurate records, faster closing, and secure, centralized control.

You’ll see exactly how to boost efficiency, strengthen compliance, and give your team the tools to scale—without the heavy admin burden.

Ready to make your life easier?

1. Automate Your Document Workflows

Manual workflows drain your finance team’s productivity.

Every time you’re stuck matching documents or entering the same data in two systems, work slows down, errors creep in, and deadlines start slipping.

Lost time and double data entry kill momentum, especially when your month-end processes already demand precise coordination. This chaotic back-and-forth leads to missed invoices, compliance headaches, and frustrated colleagues across finance and operations.

In fact, 66% of knowledge workers say automation increases their daily output, according to Smartflow. Imagine what you could tackle if your team had more hours back in their day.

So, if manual workflows are giving you grief, it’s time for change.

Automating your document workflows could be the key.

By plugging your DMS directly into your accounting software, you can streamline everything—no more toggling between platforms to upload, tag, or move files around. Those repetitive tasks disappear, and your accuracy skyrockets.

Single-click document transfers and automated filing rules are just the beginning. Once your flow is set up, you might:

• Automatically route purchase orders into the right ledgers
• Trigger approval requests when invoices arrive
• Sync scanned receipts directly to expense reports

Each step will slash manual effort.

That’s a major win for finance teams.

This is what makes automating your workflows central when you’re figuring out how to integrate DMS with accounting software: it’s the foundation for accuracy, speed, and real cost savings.

Curious which tools could help you? Check out the best document management software for small businesses to streamline your accounting workflows and boost your team’s productivity.

2. Centralize Your Financial Records

Centralizing financial records should be a top priority.

If you’re juggling files across email, cloud drives, and accounting platforms, it’s tough to find critical documents or trust that your records are complete.

The hunt for missing invoices or contracts easily snowballs into hours lost during month-end closes or audits, not to mention the added stress and risk of errors. For financial controllers with big reporting deadlines or compliance needs, this chaos directly chips away at productivity and peace of mind.

Sutherland Global notes that enterprises can achieve 100% single-source visibility by consolidating ESG data across systems. Imagine applying this level of clarity to all your financial records—suddenly, there’s no confusion or wasted effort when you need answers fast.

Without everything stored in one place, you’re stuck firefighting, unable to focus on strategy or growth—let’s fix this problem.

Bringing your records together starts with digital integration.

If you want real control and visibility, connecting your DMS and accounting tool unlocks an organized, central document hub.

Now, every invoice, statement, or PO your team needs is linked straight to the transaction, searchable from one platform.

For example, with integration, you can:

• Map document folders directly to your GL accounts
• Instantly index supporting docs for auditors
• Sync updates across tools automatically

This is how you move beyond the old school “search and scramble” approach.

Integration works especially well here because it gives you the single source of truth you’ve wanted. It cuts the clutter, reduces manual entry, and means you can always find what you need—fast.

3. Boost Your Data Accuracy

Manual data entry leaves too much room for errors.

If you’re juggling numbers across disconnected systems, it’s almost impossible to keep every record accurate.

The domino effect means one typo or duplicate can trip you up, causing misreported revenue, compliance headaches, or unnecessary audit stress that you definitely don’t need. Getting it wrong even once could lead to lost time and confidence in your financials.

In fact, switching to automated financial tools leads to discrepancies drop by 90%, according to AccountsIQ. That’s a massive improvement for anyone tired of cross-checking spreadsheets and chasing down missing paperwork.

If you want more accurate, timely data, this could be a game changer for your finance team.

So, how can you actually fix this problem?

Integrating your DMS with accounting software creates a single source of truth, making every number traceable and edits visible.

You’ll see results fast once you automate document capture and syncing between systems instead of relying on someone to copy everything over manually.

This approach ensures that documents like invoices and receipts are auto-matched to transactions, updates sync instantly, and you’ll cut out almost all double entry. It’s also the simplest way to keep financial records consistent between platforms.

Your accuracy rate won’t be left up to luck.

Bringing automation and integration together makes data errors a thing of the past—especially if you’re aiming for smoother reporting and decision-making.

4. Strengthen Your Financial Security

Are you worried about financial data breaches?

Security risks often rise when your DMS and accounting systems aren’t connected, leaving confidential documents exposed.

That vulnerability could result in data theft, compliance fines, or reputational damage. If you’re managing sensitive invoices or payroll files, every disconnected process is a potential security disaster just waiting to happen.

Most notably, software suites like Tekion maintain strict standards like ISO 27001, ISO 27701, as well as SOC1 and SOC2 Type II, to guarantee data protection at the highest levels. This type of accreditation shows how linking technologies can directly improve security outcomes for finance pros like you.

That’s why shoring up your security should be right at the top of your integration priorities.

A more secure workflow starts with integration.

By connecting your DMS and accounting software, you’re closing off security loopholes and reducing your exposure to threats. The added controls make it easier to spot unauthorized access and ensure compliance with tough financial regulations.

Automatic access controls and audit logs help you track every document interaction, so nothing slips through the cracks. For example, after integrating your systems, you can set real-time permission rules that automatically limit file access to authorized finance users, preventing accidental sharing of confidential data.

Security is only as strong as your weakest link.

Building robust integrations lets you maintain full financial control, boost team trust, and demonstrate compliance—exactly what you need for peace of mind.

5. Accelerate Your Month-End Close

Month-end close delays are draining your team’s energy.

If you’re still chasing after missing receipts or reconciling outdated spreadsheets, you’re probably wasting hours that could be spent on smarter work.

These manual processes slow you down even more during close, when every minute spent hunting documents could delay reporting and create room for costly errors, duplicate entries, or compliance headaches.

A real-world example: 67% reported their time to monthly close with BILL Spend & Expense was less than 5 days, showing just how fast you can move when you integrate properly. If you’re still taking more than a week, that’s a huge opportunity you’re missing out on.

The longer it takes to close, the more stressful and demanding your month-end becomes—which is exactly where tech integration can help.

Let’s look at how to accelerate your close now.

Integrating your DMS with accounting tools instantly solves this.

You get a direct line between invoices, receipts, and financial records, making it simple to verify and reconcile your data at close. No more last-minute scrambles or manual cross-checks.

With automatic document syncing between systems, your finance team gets immediate access to everything needed for fast, accurate closes.

Document management integration means you can:

• Automatically pull source documents for each journal entry
• Instantly match receipts to expenses without digging through email
• Reduce back-and-forth with colleagues to hunt down missing proofs

This integration saves hours every single month.

That’s what makes it perfect for busy accounting teams: your whole month-end process becomes faster, smoother, and way less stressful.

Want to see how this works in practice? Check out the best document management software for small businesses to streamline your month-end close.

6. Improve Your Team Collaboration

Better teamwork can dramatically reduce financial workflow headaches.

If you’re still relying on emails and scattered attachments, team collaboration around accounting docs quickly gets messy and inefficient.

That’s when bottlenecks form, and your month-end close feels painfully slow and error-prone. Chasing down document versions or approvals can lead to duplicated work, confusion, and even compliance risks for your finance team.

Karbon found that practice management software saves every employee 18.5 hours each week—just by improving the way teams work together with documents. Imagine redirecting that extra time toward audits, planning, and more strategic projects.

It’s tough to scale your financial operations or impress leadership if your team is constantly tripping over each other. Let’s talk about how you can change that.

A smart integration can solve these collaboration pains.

Bringing your DMS and accounting software together enables real-time teamwork and transparency.

I’ve seen this make a huge impact—suddenly, everyone has the context they need to review, edit, or approve financial files without email chaos.

For example, connecting your systems means your AP team can:

• Attach invoices directly from the DMS into accounting workflows
• @-mention colleagues for instant approvals or clarifications
• Track every document change for audit trails

This approach makes true teamwork a reality.

It’s such an effective way to cut friction because your team gets instant access, clear visibility, and fewer missed tasks—all key for faster, more accurate results.

Conclusion

Still wasting hours on manual entries?

That stress of flipping between your DMS and accounting tool for every document or report gets old fast.

Here’s a wild fact—Smartflow reports that early adopters of AI-powered automation report a 92% ROI. That’s $1.41 back for every dollar you put in, proving that integrations actually pay off big. Just imagine what that would mean for your small business if you took action today.

A fix really is within reach.

This article gave you six practical, proven routes for how to integrate dms with accounting software—so you can finally ditch the double work and endless hunts for misplaced invoices.

I’ve seen these steps cut close times in half, boost data accuracy, and make audit prep simple—all by finally connecting the right systems together.

Try out even one method from above and get moving toward a smarter workflow.

You could see organized, stress-free financials by next month.

Want to streamline your finances faster? Check out the best document management software I recommend for small businesses like yours and see which fits your workflow best.