Customer story
Empowering Nonprofits: How Jitasa Scales Impact with ShareFile Software
About Jitasa
Jitasa is the leading provider of bookkeeping, accounting and financial management services exclusively for nonprofits. Their team collaborates with mission-driven groups worldwide, helping them maintain compliance while navigating complex financial requirements—so they can stay focused on the communities and causes they serve.
Scaling Secure Financial Operations for Mission-Driven Work
Jitasa manages a significant volume of sensitive financial information every day, including payroll data, tax filings, audit documentation and financial reports. Handling that information requires care, consistency and a strong sense of responsibility.
As the organization grew and moved to a fully remote, globally distributed workforce, the need for secure and dependable document workflows became even more important. These workflows weren’t just about working efficiently—they were essential to maintaining the trust Jitasa had built with its clients.
“Because we handle highly confidential financial information and large volumes of files every day, secure file sharing isn’t optional—it’s foundational to how we operate and how we maintain client trust.”—Tiffany Hylton, Director of Accounting Services, Jitasa
With that growth and added responsibility, the limits of Jitasa’s existing manual document processes began to surface.
Business Challenges: Manual Processes and Growing Complexity
Before standardizing with Progress ShareFile software, many of Jitasa’s document workflows were manual and fragmented. Although teams took security seriously, email-based processes for sharing files, collecting approvals and managing signatures led to delays, version confusion and limited visibility as the organization expanded. Important documents were often found buried in inboxes, approvals required frequent follow-ups and keeping everyone aligned on the latest version of a file became increasingly challenging.
As audit requirements and compliance expectations evolved—and as teams collaborated across regions and time zones—these manual processes became harder to sustain. Jitasa required a more centralized and secure approach to not just managing documents but collaborating on them without introducing unnecessary complexity for staff or clients.
The Solution: Centralized, Secure Workflows with ShareFile Software
Jitasa adopted ShareFile software as a secure, centralized platform for document storage, sharing and approvals across client-facing and internal workflows. The platform allowed them to move away from email-based processes and establish consistent, reliable systems for handling sensitive financial data.
By integrating ShareFile software, Jitasa could:
- Share and store confidential nonprofit financial information securely
- Centralize documents using consistent folder structures
- Streamline payroll, tax and audit approvals with built-in e-signature workflows
- Maintain audit trails and access controls to support compliance and accountability
- Enable seamless collaboration for remote and global teams
Approval workflows, in particular, became significantly more efficient. Documents could be sent for signature directly from ShareFile software, with automated notifications and reminders reducing the need for manual tracking.
“Everything was just super manual,” Hylton explained. “With bringing ShareFile into a further capacity, we just don't have to think about any of that anymore. I literally send it, and then it's done.”
Practical AI That Supports Day-to-Day Work
In addition to secure file sharing, Jitasa uses ShareFile AI-enabled functionality to support internal efficiency. Rather than treating AI as an abstract concept, teams apply it to real, everyday tasks—such as reviewing internal documentation or navigating process updates.
“A lot of times when we have internal-facing things like write-ups or a process change,” said Brock Burgess, Managing Director of Client Services at Jitasa, “maybe I'm looking for specific key points on an area that I'm interested in, so I'll use the built-in AI functionality to really drill into that section and pull out the areas for me.”
This approach helps teams quickly access relevant information, allowing them to focus more time on accuracy, service quality and client relationships.
Adoption Without Friction
Ease of use was a critical factor for Jitasa, both for internal teams and nonprofit clients with varying levels of technical sophistication. ShareFile tools were quickly adopted across departments, from accounting and client services to sales.
“Even for someone like me, who isn’t the most technologically savvy, ShareFile is a piece of cake to use,” said Steve Doud, SVP of Sales at Jitasa.
Clients are introduced to ShareFile features during onboarding and often begin uploading documents the same day, helping establish confidence early on. Internally, it’s become a dependable part of daily operations.
“We’ve really had overwhelmingly positive sentiment from our clients using that tool, just for document sharing, approvals—whatever it is—because it checks all the boxes when it comes to keeping our information and our clients’ information secure.”—Brock Burgess, Director of Client Services, Jitasa
Outcomes That Matter
By standardizing document workflows with ShareFile software, Jitasa has achieved meaningful operational improvements:
- Reduced manual effort related to document tracking and approvals
- Faster, more reliable access to documents from any location
- Increased client trust through secure handling of sensitive financial data
- Stronger support for a fully remote, globally distributed workforce
- Improved audit readiness with centralized storage and approval trails
“Having everything in one place gives us clear audit trails—clients sign off, we process payroll, and we know exactly when and where that approval happened.”—Brock Burgess, Director of Client Services, Jitasa
Looking Ahead
As Jitasa continues to grow, the organization plans to further explore more of ShareFile’s AI capabilities and opportunities for workflow automation. By leaning into technology thoughtfully, Jitasa aims to enhance accuracy, efficiency and client relationships—while continuing to support the evolving needs of nonprofit organizations.
With secure, scalable systems in place, Jitasa is well-positioned to expand its impact and help more nonprofits thrive through financial clarity, trust and compliance.