ATO SmartDocs vs. ATOMate: Which ATO Document Processing Solution Is Right for Your Firm?

For Australian accounting firms, managing ATO correspondence efficiently is critical to maintaining compliance and delivering timely client service. Whether you're manually downloading documents from the Tax Agent Portal or using automation tools, the right solution can save hours of work and reduce risk.

Manual ATO Document Processing: Time-Consuming and Risk-Prone

Manual processing typically involves:

1. Logging into the Tax Agent Portal daily
2. Downloading documents one by one
3. Manually redacting TFNs
4. Creating and sending emails to clients
5. Filing documents manually
6. Tracking everything in spreadsheets

Most firms spend two to four hours daily on these tasks during busy periods. The risk of human error is high, especially when redacting TFNs or missing PAYG instalment notices. Manual workflows also lack audit trails, security protocols, and scalability.

ATO SmartDocs is a cloud-based ATO document processing platform founded in 2015 and acquired by The Access Group in 2025. It processes over 1.5 million documents annually and supports more than 600 ATO document types which covers 100% of the documents issued by the ATO. At 5 second per document processing time, experience 95%-time savings versus manual methods.

ATO SmartDocs is designed to scale with growing firms and offers advanced automation, security, and reporting features that go beyond basic document handling.

Key features include:

• Supports 600+ ATO documents
• Unlimited document processing included
• Multiple secure delivery options
• AI-powered daily smart reports
• SmartBot: One-click automation
• Vault: Secure client portal with eSignatures and redaction
• Two-factor and multi-factor authentication on all document deliveries
• Native Office 365 API integration
• Enterprise workflow management with bulk approvals and reminders
• Missing document technology for PAYG instalment notices
• ISO 27001:2022 certification
• SQL database access and deep integration with practice systems

ATO SmartDocs integrates with a wide range of practice management and document systems. These include APS, HandiSoft, Xero Practice Manager (XPM) and Xero Tax through API connections that support custom fields and drag-and-drop functionality. It also connects with MYOB AE/AO and MYOB Doc Manager, as well as document management platforms such as SuiteFiles, FYI Docs, Virtual Cabinet, SharePoint, Dropbox, and OneDrive. Additional integrations include iManage, CCH iFirm, MYOB PM, Nimbus, Kloud Connect, Karbon, HowNow, HowNowX and LodgeiT, allowing firms to incorporate SmartDocs into existing workflows without major changes. 

ATOMate, developed by Business Automation Works in Geelong, is a cloud-based platform that automates ATO document downloads and TFN redaction. ATOMate claims up to 90%-time savings compared to manual processing. However, it does not offer two-factor or multi-factor authentication, a client portal, or enterprise-grade workflow management, which may limit its suitability for larger firms or those with complex compliance needs.

Key features include:

• Supports 200+ ATO documents
• Overnight ATO document downloads
• ISO 27001 certification
• Multiple delivery options
• Role-based access control
• Automatic TFN redaction
• Customisable email templates
• Variance checking against estimates
• Cloud-based dashboard

ATOMate integrates with several commonly used platforms to support ATO document automation. These include APS, Xero Practice Manager (XPM) and Xero Tax, along with document management systems such as SuiteFiles, FYI Docs, Virtual Cabinet, HowNow, SharePoint, and Windows folder structures. These integrations enable firms to automate document downloads and TFN redaction while maintaining compatibility with their current systems.

The right ATO Document Processing Solution for your firm depends on several factors, such as:

• How much manual processing is currently required
• The size of your practice – both in terms of employees and the volume of tax returns you process annually
• The complexity of your workflows
• The level of automation you require
• The importance you place on security and compliance
• How much reporting you need
• Whether you are maintaining, growing, or scaling your firm
• How many integrations you require
• The level of control you want over ongoing costs
• And more!

Manual processing is an option for solo practitioners with minimal ATO correspondence who prefer full control without software costs and have time for two to four hours of daily processing. For firms looking to automate, ATO SmartDocs includes all the capabilities offered by ATOMate, such as basic automation and TFN redaction, and adds advanced features like enterprise-level workflows, strong security and compliance, detailed reporting, and extensive integration options. It is suitable for practices of any size, including those planning to grow or scale.

If you're unsure which solution is right for your firm, contact one of our experts for an obligation-free conversation about your needs and how ATO Document Processing can work alongside your existing software and workflows. For firms serious about automating ATO compliance, protecting client data, and scaling operations, ATO SmartDocs provides a robust, future-ready solution as part of The Access Group’s accounting software suite.