It's January. Your accountant needs six months of bank statements, last year's P60, two property income summaries, and a couple of receipts. You could email them raw — and lots of people do. Or you could spend three extra minutes encrypting first.
What you're sending
Typical accountant bundle: bank statements (account numbers, balances, transactions), P60 or W-2 (NI/SSN, salary), self-employment summaries (clients, revenue, expenses), property records (addresses, tenant payments), pension contributions, dividend statements.
Individually, each is sensitive. Together, they're a complete financial profile and an identity-theft starter kit.
The workflow
Merge the documents into a single PDF — easier for both sides. Run the merged PDF through Flint's password tool with a generated passphrase.
Email the encrypted PDF. Text the password. Once your accountant confirms receipt and successful open, delete your local working copy.
For ongoing engagements, ask if your accountant has a portal — many do. Portal beats email for repeat exchanges.
When your accountant says encryption isn't needed
Push back politely. Many small firms haven't updated their workflows in years. The encryption protects you, not them — your data is at risk if their email is compromised.
Many firms now require encryption for incoming client documents, particularly post-GDPR. If your firm doesn't, ask why.
FAQ
Should I trust my accountant's portal?
Most established firms use commercial portals (CCH, Xero, Sage) with TLS and access controls. Check if it's a recognised platform; ask about retention.
How long does my accountant keep my documents?
Typically six years for tax records (UK), plus the active engagement period. Ask about deletion practice at the end of engagement.
Can I send via WhatsApp or iMessage?
Both are encrypted but not designed for document archiving. Use email + encrypted PDF for the file itself, message apps for the password.
What about year-end pressure when there's no time?
Plan ahead. The marginal time to encrypt is small if it's part of the routine. Last-minute panic leads to unencrypted attachments and regret.
Three extra minutes. Encrypt the bundle before sending to your accountant.