Automation
Effortless Workflows
Reminders for missing documents send themselves, employer replies file themselves, and services agreements fill in from the Payroll File. Your team spends its time on the work, not the follow-up.
The secure, branded client portal for payroll service providers.
Give your employers one secure, branded place to upload employee rosters, withholding certificates and prior payroll registers. They sign agreements and authorizations in the same place, instead of juggling email attachments and signing links. Every upload lands in the correct Payroll File, so your team always knows what is still missing.
Security and data protection
How FileButler protects payroll setup documents.
Documents are stored securely in the cloud with SOC 2 Type 2 compliance through an independent third-party audit, so you have access anywhere, anytime.
Every document is stored across two separate United States data center regions, one on the East Coast and the second on the West Coast, for added resilience.
The database is backed up nightly, with encrypted backups stored in immutable storage designed to prevent alteration or deletion.
Backup restoration procedures are tested monthly to help ensure data can be recovered when needed.
FILE BUTLER™ is not payroll processing software. It works alongside the tools you already use and handles everything around them: collecting documents, getting signatures, reminding employers and keeping every conversation in one place. Live in minutes.
No contract. Cancel anytime.
Your Client Portal
yourcompany.filebutler.io
52
Payroll Files
14
Signatures pending
97%
Completed
- DReviewed
Documents received
Employer uploaded the employee roster and direct deposit forms
- SSigned
Electronic Signature completed
Payroll services agreement signed with Certificate of Completion
- TSent
Template sent
Pay Frequency and Number of Employees filled in automatically
One portal for every employer.
Uploads, messages, signatures and checklists stay connected to the right Payroll File.
Secure Document UploadsSmart RemindersClient MessagingServices Agreement TemplatesWhite-Label BrandingElectronic Signatures100 GB Secure Storage
Beginning to end
FileButler has you covered from beginning to end.
From the first estimate to the final thank you, every step with a client happens in one place, and most of it runs on its own.
Before they are a client
Pre-client quoting
Put a Request a Quote form on your website. Prepare the estimate from your own template, send it for signature, and turn the request into a client in one click.
When they join
Automatic onboarding
Your welcome note and the documents to sign or read go out on their own, on the schedule you choose, with reminders until everything comes back. No more setting up each new client by hand.
When it is time to bill
Invoices and monthly statements
Turn the accepted quote into an invoice and email it to your client as a PDF, set up recurring invoices from weekly to yearly, and send each client a monthly statement.
When the work is done
Offboarding
A closeout pack sends the final documents and your closing note, so you never forget that last signature or thank-you note. The folder moves to Delivered, and you and your client both get an email.
The Problem
Payroll setup documents should not live across five inboxes.
Rosters by email, withholding forms by text message, authorizations through a separate signing service and setup details from memory: that is how documents go missing and first payrolls slip. FileButler gives your payroll company and your employers one professional place to exchange documents, sign agreements, communicate securely and keep a clean, documented record.
Replace the scattered chase with one documented workflow.
Before FileButler
Payroll setup documents as email attachments, third-party signing links, shared drives, sticky-note reminders and repeated follow-up calls.
With FileButler
A secure Payroll File for every employer, a starter document checklist, services agreement templates, electronic signatures, portal messaging and reminders in one branded workspace.
Missing documents
Request sent for the employee roster
Engagement letter
Signed with Certificate of Completion
Client message
Question about the processing day logged
Portal email reply
Auto-filed to the correct Payroll File
Built for real workflow
Not just storage. A complete client communication workspace.
Your payroll company manages document requests, signatures, messages, portal email, reminders and employer status from one branded portal. Employers see exactly what is still needed. You keep oversight. Every step stays documented.
Control
Every File, One Place
Documents, signatures, messages and notes for each employer meet in a single Payroll File, with permission-based access deciding exactly who sees what.
Core Features
Everything your payroll company needs to collect documents under your own brand.
FileButler handles the employer-facing work that usually gets scattered across email attachments, signing links, shared drives and follow-up phone calls.
Documents & client files
Secure file storage and sharing
Collect, store, review and share client documents in organized folders with 100 GB included per paid license and additional storage at $4.95 per 100 GB or $39.95 per terabyte, encrypted at rest and in transit.
Payroll Files and status tracking
Keep every employer organized from the first upload through completion, with status tracking, document categories and internal notes.
Signatures & templates
Electronic Signatures with Certificate of Completion
Send agreements, engagement letters and consent forms for electronic signature. FileButler generates a Certificate of Completion documenting the signing sequence, timestamps and signer identity.
Document templates with merge fields
Save reusable services agreements, bank authorizations and client letters as templates, with merge fields such as Pay Frequency, Number of Employees and Federal Employer Identification Number that fill in from the Payroll File.
Communication & follow-up
Portal notifications and email filing
Notifications go out from the portal with a link back to it, and clients answer in the portal. Email your clients send to your connected intake mailbox, with their file number in the subject, is filed to the right client folder automatically, so the paper trail stays complete without extra work.
Secure client and staff messaging
Every conversation stays tied to the right client folder. No lost threads, no searching a separate inbox to understand what was said.
Smart reminders
Request missing employee rosters, withholding certificates and authorizations, follow up on unsigned agreements and authorizations and nudge stalled payroll engagements. Reminders send on the schedule you choose and log to the Payroll File.
Five languages for clients
Clients can use their portal in English, Spanish, Portuguese, French or German. Your team chooses its own language too.
Control & branding
Permission-based staff access
Admins control what each staff member can see and do, from messaging and emailing to viewing client information and signing authority.
White-label branding
Upload your logo and company name, choose a branded portal URL, and the portal looks like it belongs to your business, not the software vendor's.
Request a Demo
Send us a message or request a demo
Calendar
Never miss a deadline
Every deadline lives on one calendar and stays tied to the client folder it belongs to. Alarms and email reminders tell the right person before the date arrives.
Calendar views and Deadlines This Week
See your deadlines on the calendar, and check the Deadlines This Week list to know exactly what is due now.
Alarms and email reminders
Set an alarm and an email reminder on a deadline, so the people responsible hear about it ahead of time.
Deadlines tied to a folder
Link a deadline to a client folder, and it stays connected to the files, messages and notes it relates to.
Assigned and prioritized
Assign each deadline to a team member and set its priority, so everyone knows what is theirs and what comes first.
Color-coded topics
Give each topic its own color, so different kinds of work are easy to tell apart on the calendar.
Repeating deadlines and private items
Set a deadline to repeat, and it comes back on schedule without being entered again. Mark an item private when it is not meant for the rest of the team.
Client email that files itself
Connect your own intake mailbox, and FileButler copies each new message and its attachments into the right client folder. Junk filtering keeps spam out, so your team only sees real client mail.
Automatic filing
Each message and its attachments land in the matching client folder, with no copying, forwarding or downloading.
Unmatched mail goes to the Inbox
When a message cannot be matched to a client, it waits in the Inbox until your team assigns it to the correct folder.
Inbox, Junk and Blocked
Mail is sorted into Inbox, Junk and Blocked, so real client mail stays separate from everything else.
Block a sender
Block a sender once, and mail from that address stays out of your Inbox from then on.
Full details on every email
Open any email to see its full details, including the sender, the date, the message and its attachments.
Notifications
Your team is notified when new client mail arrives, so nothing sits unread.
The Payroll pack
Ready for your next employer on day one.
Turn on the Payroll Services pack in Settings and your portal speaks your language. The starter checklist, merge fields and wording below are yours to edit, rename or remove at any time.
Starter document checklist
Employers see what to upload. Your team sees what is still missing.
- Signed Payroll Services Agreement
- Federal Employer Identification Number Confirmation Letter
- State Registration Documents
- Employee Roster
- Employee Withholding Certificates (Form W-4)
- Direct Deposit Authorizations
- Prior Payroll Registers
- Prior Quarterly Tax Filings (Form 941)
- Workers' Compensation Policy
- Bank Authorization Form
- Reporting Agent Authorization (Form 8655)
Merge fields for your templates
Type it once in the Payroll File. It fills in every document that uses it.
Pay FrequencyNumber of EmployeesFederal Employer Identification NumberState Withholding Account NumberState Unemployment Account NumberPayroll BankPayroll Processing DayService FeePayroll Specialist
Words your clients recognize
- Payroll Engagement
- each piece of work
- Payroll File
- where everything is kept
- Employer
- the people you serve
- Payroll Firm
- your organization
- Pay Date
- the key date on every file
How it works
Launch your client portal in three steps.
Your team gets the structure. Your clients get a simple place to respond. Everyone gets fewer loose ends.
1 Brand your workspace
Add your company name, logo and branded subdomain so the portal looks and feels like your business from the first login.
2 Set up folders and templates
Turn on the Payroll pack, create Payroll Files, and save the services agreements, bank authorizations and client letters you send most often.
3 Invite clients and staff
Employers upload their documents, answer your questions and sign agreements and authorizations. Staff work from the permissions you approve.
Walkthrough
See how FileButler works in about six minutes.
See how FileButler helps businesses collect documents, send electronic signatures, use document templates with merge fields, message clients, and keep every client file organized in one secure branded portal.
Read the walkthrough overview
Stop chasing paperwork
Still chasing clients for paperwork? There's a better way. FileButler is the secure self-branded client portal. One place for every client's documents, signatures and messages, under your logo. Try it free for thirty days, no credit card needed. Here's what your first day looks like.
Choose your kind of work
Your first step is telling FileButler what kind of work you do. Choose it once, and the portal sets itself up around you: the words on the screen, the details kept on every folder, the list of documents you usually need, your starting subfolders, and your calendar topics. You begin with a portal that already fits your business.
Make it yours
Next, make it yours. Add your logo, your name and your contact details, and choose your colors and fonts. Your clients see your business on every screen and in every email, not ours.
Bring in your team
Then bring in your team. You decide what each person can see and do. Limit a new hire to just the clients assigned to them. Let a senior team member update statuses and manage client accounts. Keep deleting folders for yourself. Setting permissions takes seconds, and so does changing them.
Add your clients
Now add your clients. Send an invitation, or share your sign-up link and approve each new client yourself. They sign in to a portal that shows your name and logo, and they only see their own files, a clear list of what you still need, and your messages. They can upload from a laptop, or straight from the browser on their phone. There's nothing to install.
Document templates
The agreements and letters you send every week can become templates. Write them right in the portal, or upload your Word file and keep its formatting. Add fields for things like the client's name, the agreement date or the total, and FileButler fills them in for you. Type in anything else when you create the document, and it's saved straight to that client's folder, ready to send.
Onboarding that runs itself
Put those templates into an onboarding pack, and choose it when you invite a client. The moment they join, they get your welcome note and the documents they need to sign or review, and their first folder is already open and waiting.
Client folders
Every client gets a folder that follows the work from the first conversation to the finished job. Start with ready-made subfolders, or set up your own. You decide which subfolders and documents your client can see, private documents stay private, and you can tell at a glance where every client stands.
Documents Needed
Tell FileButler once what you need. List each document, how many, and when it's due, or paste the whole list straight from Excel. Your client sees every item and whether it's come in. If something arrives wrong or incomplete, reject it with a short reason, and your client knows exactly what to send again. Every upload is time-stamped, earlier versions are kept, and you can print the list or export it to PDF or Excel whenever you need it.
Electronic signatures
You can send any document for signature right from your client's folder. Add your client, someone on your team, or someone outside the portal, and choose the order they sign in. Each person gets an email and signs by drawing or typing their name. It takes less than a minute. When everyone has signed, the signed copy and its Certificate of Completion are emailed to every signer and filed in the folder automatically.
Email that files itself
Use the intake email address that comes with your portal. When a client puts the folder number in the subject line, FileButler files the email and its attachments in the right folder right away. If it can't find a match, the email waits for you to assign it.
Messages and reminders
Messages stay in the client's folder, so every question and answer stays with the work it's about, and anyone on your team can pick up the conversation. When a client goes quiet, or a due date is coming up, FileButler sends the reminder for you, in your words and on your schedule, and notes it in the file.
Calendar and alarms
Every deadline lives on one calendar, tied to the client it belongs to. Color-code them by topic or by client. Assign a deadline to someone, set its priority, or make it repeat. When a reminder comes due, an alarm appears on screen, and you can open it, snooze it, or dismiss it. Booking a meeting? Invite guests by email, even people outside the portal, and it lands on their own calendar.
Quotes and new clients
A lot of new work starts on your website. Build a Request a Quote form and put the link on your site. When a request comes in, prepare the quote from your own template, send it out for signature, and turn that person into a client with one click.
Invoices
When the quote is accepted, the invoice is one step away. Create it from the quote, or for any client, and email it as a PDF. Bill a deposit now and the balance later. Record each payment as it comes in, set up recurring invoices for ongoing work, and send monthly statements. Your dashboard shows what's been billed, what's been paid, and what's still outstanding.
Closing out, with a record of everything
When the job is done, mark the folder complete. Your closeout pack goes out, like the final invoice or a release to sign, and the folder moves to the File Archive. The Audit Log keeps a record of every upload, status change, message, reminder and signature, with who did it and when. Anything deleted by mistake can be restored from the Recycle Bin, and you can download all of your data whenever you want. It's your data.
Five languages
Your clients don't all speak the same language, and your portal doesn't have to either. FileButler works in English, Spanish, German, French and Portuguese. It opens in the language of each person's browser, and anyone can switch with one click, while your documents stay exactly as you uploaded them.
Security
Your clients trust you with their most sensitive documents, and FileButler is built to protect that trust. Every sign-in requires a verification code. Files are encrypted while they're being sent and while they're stored, in two separate data centers in the United States. The database is backed up every night, and those backups are tested every month.
Help when you need it
You won't need a manual. Ask a question in the Portal Q&A, on any page, and get the answer right away. Your clients can ask too, and they see only the answers written for them. The Help Center has a step-by-step guide for every feature, and a full video training course is included.
Price and free trial
FileButler is $45.95 a month per license, with unlimited clients and projects, and every fourth license is free. Try it free for thirty days with no credit card needed, and save 10% more when you pay for a full year. There's no contract and nothing to install. Give your clients one secure place for everything. Start your free trial today at filebutler.io.
Who it's for
For payroll providers onboarding employers.
Payroll bureaus, bookkeeping practices that run payroll and professional employer organizations. If every new employer means collecting rosters, forms and authorizations, FileButler gives you a branded portal to collect them.
- Payroll bureaus
- Bookkeeping practices that run payroll
- Professional employer organizations
- Payroll consultants
- Small business advisors
- Human resources outsourcing companies
Security and trust
Built for businesses that handle confidential client files.
FileButler gives your team a more controlled way to manage client documents, signatures and communication than scattered email attachments, third-party signing links and shared drives.
Two-factor authentication
Help protect account access with verification built into the sign-in process.
Encrypted, SOC 2 storage
Store sensitive files in a protected document environment built for client work.
Access controls
Assign staff access by role and permission so each person sees the work they are approved to handle.
Certificate of Completion
Every electronic signature generates a certificate documenting signing sequence, timestamps and signer identity.
Audit-ready activity log
Every upload, download, message, signature and status change is logged to the client folder.
Secure Stripe billing
Subscriptions are processed securely through Stripe at checkout.
Need more room? Add 100 gigabytes for $4.95 a month.
About the Founder
Built from over 30 years of administrator experience and document workflow knowledge.
FileButler provides its clients with a branded, proven workflow system: a secure way to exchange documents, send and receive electronic signatures with legal Certificates of Completion, and a tried, tested and proven way to keep all client communication organized.
Why FileButler
What sets FileButler apart.
- Clients can open support tickets with you, right in their portal.
- Share a sign-up link, and approve each new client yourself.
- Every file is stored twice, in two separate data centers in the United States.
- Nightly backups that cannot be altered or deleted, tested every month.
- A clear policy: your data is deleted 90 days after you cancel.
- Emails are filed into the right client folder from your own intake address, and you can send email from the folder.
- A Request a Quote form for your website.
- HIPAA compliant, with a Business Associate Agreement on every plan.
- Built-in electronic signatures that work on any phone, with a Certificate of Completion.
- A calendar with automatic deadline reminders.
Everything included
Everything FileButler gives you and your clients.
Every plan
- Unlimited clients and projects. Every client gets their own folders, with no limit. You pay only for your own team.
- No contract and nothing to install.
- 100 GB of storage included.
Your clients
- A secure, branded portal with your logo and colors, on your own FileButler web address.
- Clients sign in from a computer or phone and see only their own files, what you still need from them, and your messages.
- Secure messaging with each client, kept in that client’s folder.
- Installs on a phone or computer from the browser, under your name.
- A help center and getting-started guides for your clients and your team.
Documents
- Client folders with subfolders for every job, using ready-made folders or your own.
- A checklist that shows each client exactly what is still missing, with automatic reminders until it arrives.
- Version history: when a client sends a newer file, the older one is kept, so nothing is overwritten.
- Document templates that fill in client details and file the finished document in the right client folder.
- A recycle bin to restore deleted files.
Signatures
- Send any document for signature to your client, your team or someone outside the portal, in the order you choose.
- Clients sign from their phone in less than a minute.
Quotes, invoices and statements
- A Request a Quote form for your website, with quotes prepared from your own templates and turned into a client in one click.
- Invoices built from the accepted quote and emailed to your client as a PDF.
- Recurring invoices weekly, every two weeks, monthly, quarterly, twice a year or yearly.
- Monthly statements for each client.
Your team and your records
- Decide what each team member can see and do, and limit staff to the clients assigned to them.
- A full audit log of who viewed, uploaded, downloaded and signed each file, with date and time. Exportable, kept for 7 years.
Security and privacy
- SOC 2 Type 2 certified storage.
- All data stays in the United States.
- Encrypted in transit and at rest.
- Built to meet California’s privacy law.
- Two-factor authentication for your team and your clients.
Pricing
Simple, transparent pricing.
First-time subscribers try FileButler free for 30 days, with no credit card required. Every feature is included.
Special Offer
30 days free, no credit card required
For first-time subscribers. Your free trial starts automatically at checkout. No code is needed.
FileButler Monthly
Secure self-branded client portal with document templates and electronic signature.
$45.95/month per paid license / 4th license is free
Unlimited clients and projects. Every client gets their own folders, with no limit.
4 licenses for the price of 3: $137.85 a month.
Try it free for 30 days. No credit card required. Then $45.95 per paid license per month, and every fourth license is on us. No contract. Cancel anytime.
FileButler Annual
Pay yearly and save 10% compared with paying monthly.
$496.26/year per paid license + an additional 10% off & the 4th license is free
Unlimited clients and projects. Every client gets their own folders, with no limit.
4 licenses for the price of 3: $1,488.78 a year.
Try it free for 30 days. No credit card required. Then $496.26 per paid license per year, and every fourth license is on us. No contract. Cancel before renewal.
Every license includes
- Unlimited client accounts and projects
- 100 GB secure document storage per paid license, $4.95 per additional 100 GB or $39.95 per additional terabyte
- White-label branded subdomain
- Electronic signatures with Certificate of Completion
- Document templates with editable merge fields
- Quotes, invoices, recurring invoices and monthly statements
- Connect your own intake mailbox, and FileButler copies each new message and its attachments into the right client folder
- Calendar with deadline alarms and email reminders
- Secure messaging and smart reminders
- Two-factor authentication, encrypted storage and priority support
- Desktop, iPhone, Android and browser access
Free help, always
Customer service is always here to help, for free. The portal walks you through exactly what to do, and setup takes about 10 minutes.
Questions? Give us a call! +1 954-408-4253
Reward both of you
Good business deserves to be shared.
Know a business that could benefit from FileButler? Introduce them to us, and we’ll reward you both.
1 month free
For you AND the business you refer.
Refer a BusinessIt’s our way of saying thank you for spreading the word.
Questions
Questions payroll providers ask before they start.
What is the Payroll pack?
A one-click setup in Settings for payroll service providers. It adds 9 merge fields (Pay Frequency, Number of Employees, Federal Employer Identification Number, State Withholding Account Number, State Unemployment Account Number, Payroll Bank, Payroll Processing Day, Service Fee and Payroll Specialist), a starter checklist of 11 common documents, Pay Date as the key date, and portal wording such as Payroll Engagement and Employer.
Can I change the document checklist?
Yes. The pack copies a starter checklist into your own settings. You can add, rename, reorder or remove items at any time, and your changes never affect any other FileButler customer.
Can employers upload documents from their phone?
Yes. Employers can upload documents and photos from a desktop, a phone or any browser. Your staff can also upload, review and organize documents in the same Payroll File.
Can I send agreements and authorizations for electronic signature?
Yes. Send agreements and authorizations and other documents for electronic signature directly from the portal. Each completed signature generates a Certificate of Completion documenting the signing sequence, timestamps and signer identity.
Can I send reminders for missing documents?
Yes. Reminders go out on the schedule you choose and are logged to the Payroll File, so you have a record of every request.
Can the portal use my payroll company's name and logo?
Yes. FileButler includes white-label branding with your name, logo and a branded portal address.
How does pricing work?
FileButler is priced per paid license: $45.95 per license per month, and every fourth license is free, or $496.26 per paid license per year, 10 percent less than paying monthly. First-time subscribers try it free for 30 days on either plan, with no credit card required. A license is one person on your team who signs in to your portal. Your clients never need one, and client accounts are unlimited. No contract, and you can cancel anytime. Every plan includes every feature and 100 GB of secure storage per paid license, with additional storage at $4.95 for each additional 100 GB or $39.95 for each additional terabyte per month, whichever is less. Enterprise pricing for 13 or more licenses: +1 954-408-4253.
Is there a limit on clients or folders?
No. Every plan includes unlimited clients and unlimited client folders. You pay only for your own team’s licenses.
What happens after I subscribe?
FileButler begins setting up your branded portal after checkout. You receive an email with your portal web address, login details and password setup instructions, and you can turn on the Payroll pack from Settings.
What files can our employers send us?
Employers can send documents (PDF, Word, Excel, CSV, PowerPoint, plain text and saved emails), photos (JPG, PNG, TIFF, iPhone HEIC and camera raw), videos (MP4, MOV, M4V, 3GP, WebM, AVI and MKV) and audio recordings (M4A, MP3, WAV, AAC, OGG, Opus and FLAC), straight from a phone or computer. Every upload shows a progress bar, large files go up in pieces that retry on their own, and videos and recordings play right in the browser with skip-ahead.
Request a Demo
Send us a message or request a demo
Your BrandYour PortalYour ClientsOne Organized FileNo ContractLive in Minutes
One professional, branded place for your employers to upload documents, respond to reminders, message your team and sign agreements and authorizations, while every document and conversation stays organized in the correct Payroll File.
Questions? Give us a call! +1 954-408-4253