The typical implementation process for TPS Cloud Axis:
Coordinate Data Conversion: The transition team requests a copy of the current TPS database to conduct a test conversion and determine exact requirements and timing.
Review Historical Data Scope: Decide whether to transfer all historical records or just recent years to balance cost and conversion time.
Organize Go-Live Date: Once preliminary testing is complete, set a firm transition date and ensure every team member has their own Cloud Axis account/credentials.
Complete Subscription Setup: Establish admin and user login credentials, select the desired plan tier, and choose a unique firm URL for access.
Begin Data Transfer: During the conversion, avoid entering new information in the legacy system to ensure nothing is omitted.
Log In and Verify: Once the team confirms conversion completion, all users log in, verify their information, and begin workflow entry, invoicing, and tracking.
TPS Cloud Axis offers considerable customization options to fit specific business needs, especially for accounting firms seeking tailored workflows, reporting, and branding.
Customizable Workflows: Users can automate tasks, set up recurring processes, design tax-specific templates, and configure approvals, reminders, and deadline alerts to match unique firm procedures.
Custom Fields and Templates: The platform supports custom fields in client, project, and invoice records, allowing firms to capture and report on data points relevant to individual practice needs.
Personalizable Invoices: TPS Cloud Axis enables users to create and modify invoice templates with MS Word-like flexibility, such as embedding logos, selecting fonts, organizing layout, and adding custom notes.
Reporting and Dashboard Customization: Integrations with Microsoft Power BI let firms build bespoke dashboards, visualize KPIs, and generate custom reports tied to key performance areas or compliance workflows.
Workflow Viewing Modes: Multiple viewing options for mass event creation, assignment, and template-driven task management help users tailor how work is tracked and distributed across teams or locations.
Multi-Office Support: The multi-office database enables distinct reporting by partner or branch while operating off unified data, supporting both national and distributed firm structures.
Branding Options: Custom branding is available for invoices, dashboards, portals, and client communications, ensuring the firm's identity is reflected in all interactions.
Capacity Planning and Resource Allocation: Firms can adjust task allocation and staffing resources using load visualization and capacity planning tools, allowing precise team management and custom project assignment.
Role-Based Permissions: Access controls can be set for data, workflows, and financials, with granular permission levels to tailor user rights to specific business roles or locations.
TPS Cloud Axis offers robust training and support for new users, combining embedded video tutorials, onboarding guidance, and responsive technical assistance to facilitate a smooth experience.
Video Tutorials: Each screen and tool within Cloud Axis features short, targeted instructional videos, making it easy for users to learn processes as they work and minimizing the need for external training sessions.
Onboarding Resources: The onboarding portal delivers step-by-step account setup guidance, frequently asked questions, and instructions for importing clients, work codes, and historical data using provided templates.
Help Desk Access: Users receive included support via phone, email, live chat, and a Freshdesk ticketing system, with customer service noted for fast, knowledgeable responses and effective troubleshooting.
Collaborative Support: Advanced help, such as workflow optimization, data conversion, or custom invoice setup,s is available, and subscription tiers may influence the depth of direct support received.
Embedded Learning: Most practice management modules embed help directly next to controls, reinforcing in-app confidence and reducing onboarding friction for staff.
Community Forums: Users can access forums for peer discussions, best-practice tips, and troubleshooting, extending resources beyond direct company support.
Self-Service Documentation: Support articles and guides, covering everything from time entry to integration management, are available online for self-directed learning or rapid answers.
Transition Assistance: TPS provides guidance for both first-time cloud setups and migration from legacy TPS or Excel, ensuring continuity for historical records and staff.
TPS Cloud Axis implements multiple security measures to protect firm and client data, relying on industry-standard protocols and ongoing updates tailored for accounting compliance.
Encryption: All client information, communications, and documents are encrypted both in transit and at rest, using secure protocols to prevent unauthorized access.
Multi-Factor Authentication (MFA): Access to the platform is protected by MFA, adding an extra layer beyond passwords to prevent breaches due to compromised credentials.
Role-based Access Controls: Firms set granular permissions so only authorized users can access or modify sensitive data; access can be limited to view-only or full control based on user role.
Secure Data Centers: TPS utilizes secure cloud infrastructure with geographic redundancy, regular backups, and disaster recovery protocols to maintain business continuity and minimize risks from outages or incidents.
Regular Security Updates: The platform receives ongoing patches and security updates to respond to emerging threats and vulnerabilities, keeping protections current.
Compliance Alignment: TPS Cloud Axis adheres to strict privacy and data handling standards relevant to the accounting industry (including GDPR and other frameworks), maintaining written policies and regular audits.
Secure Client Portal: Data exchanged via client portals is encrypted, with secure authentication required for clients to access or upload files, reducing risk for remote collaboration.
TPS Cloud Axis releases updates on a regular schedule, typically every 1–3 months, with enhancements, bug fixes, and new features managed centrally and rolled out to all cloud users automatically.
Release Cadence: Updates are commonly deployed every few months, with some features or improvements introduced monthly and more substantial upgrades appearing quarterly or semi-annually in response to client needs and compliance changes.
Update Management: All software updates are managed centrally on TPS’s cloud infrastructure and pushed automatically to client accounts, meaning firms do not need to manually install or schedule upgrades.
Release Notes and Announcements: Clients receive release notes describing changes, new features, and bug fixes, helping users understand the impact of each update and stay current on capabilities as they evolve.
No Downtime Required: Updates generally occur with minimal downtime, as TPS uses cloud deployment best practices and notifies firms in advance if any service interruption or user action is needed.
TPS Cloud Axis’s data ownership and portability policies ensure that accounting firms retain full legal ownership of their information, with straightforward options to export data upon request and clear protocols for migration or termination.
Firms retain legal ownership and full control of all business, financial, and client data stored in TPS Cloud Axis.
The service agreement and privacy policy outline that TPS acts as a data processor, never a data owner—meaning only the subscribing firm has rights to create, adjust, or remove its data.
Data is managed exclusively under the direction of the client firm, and TPS explicitly avoids using, selling, or sharing firm data except with express consent or as required by law (e.g., compliance inquiries).
Data can be exported in open, standardized formats (such as CSV or Excel) by an administrator or at the request of the firm, supporting regulatory compliance and migration to other platforms.
If a client chooses to terminate their relationship with TPS Cloud Axis, TPS provides timely data export/migration assistance, ensuring seamless transition and minimal disruption.
Firms can request a full export of their records, including client information, invoices, time logs, and historical tables, without penalization or lock-in fees at contract end.
While API-based exports are not currently available, periodic improvements may include additional means for clients to access and port their data.
Policies are designed to comply with accounting industry data governance requirements, including GDPR and relevant privacy statutes for data portability and right to access.
TPS Cloud Axis offers flexible terms for scaling up or down, allowing firms to easily add or remove users and adjust subscription tiers as organizational needs change, with changes reflected in monthly billing and no penalties for resizing.
User Scaling: Firms can add new staff as needed by logging into the Cloud Axis admin dashboard and activating additional user subscriptions instantly; removing users is equally straightforward and can be executed at any time.
Tier Changes: The subscription tier (Entrepreneur, Pro, Ultimate) can be upgraded or downgraded to unlock or remove sets of features, with billing adjusted to match the new monthly per-user cost from the next cycle.
No Setup or Downgrade Penalties: There are no fees or penalties for increasing or decreasing user counts, downgrading plans, or reducing services—firms fully control their scale according to current needs.
Immediate Effect: Additions and removals take effect as soon as the admin updates the account, supporting rapid growth or contraction during seasonal surges or staffing changes.
Data Retention: If users are removed, data from deactivated accounts remains available at the firm level, ensuring records are preserved even when headcount drops.
TPS Cloud Axis offers transparent and flexible terms for contract renewal and cancellation, designed to suit dynamic accounting firms and avoid lock-in penalties.'
Subscriptions generally auto-renew for a term equivalent to the expiring period (e.g., monthly or annual) unless canceled in advance by the client.
Renewal is managed via the billing dashboard; clients receive notifications ahead of each renewal window, allowing review of usage and tier needs.
Firms can renegotiate tier, license count, and integrations at renewal, with prices adjusted to match their updated configuration.
There is no minimum commitment—firms may operate with a single license or scale up/down seamlessly on renewal.
All changes made before the renewal date take effect with the next billing period.
Subscriptions can be canceled anytime directly from the admin dashboard by selecting “Cancel Subscription” under Licenses.
Cancellation is effective at the end of the paid subscription period with no advance penalties or cancellation fees.
Users retain full access until the contract end date, at which point the platform is deactivated and data export/migration is facilitated upon request.
Data ownership remains with the firm, and comprehensive exports of all work codes, projects, client records, and historical data are available at contract close.
No charges are levied for reducing user count, downgrading tiers, or stopping integrations before renewal; the account simply adjusts to the lower usage.
TPS Cloud Axis is designed to meet several key compliance standards relevant to accounting and financial practice management, focusing on robust data protection, document management, and audit trails.
SOC 2 (System and Organization Controls): TPS Cloud Axis aligns with SOC 2 principles, emphasizing security, availability, confidentiality, and privacy for cloud-based data—a recognized standard for SaaS providers serving regulated industries.
GDPR (General Data Protection Regulation): The platform incorporates GDPR-mandated privacy practices for EU (and international) clients, covering data subject rights, breach notification, and explicit consent for information handling.
Accounting and Audit Trail Requirements: TPS Cloud Axis supports compliance with financial regulatory standards, offering detailed audit trails, user action logs, and secure storage of both communications and documents necessary for accounting audits and legal defense.
