How to Prepare for New Accounting Software
So, you’ve decided you need to upgrade your accounting software – this should be exciting, but the reality is that it’s a big change and can be daunting for most people.
However, with careful planning and preparation, you’ll reduce teething problems and ensure you get the most from your investment for many years.
Here are 7 practical tips which will help you prepare for new accounting software.
1. Get Your Team Onboard
Your people are your biggest asset – so when you’re making any big changes in your organisation, having buy-in from those closest to the change makes all the difference.
According to The Psychology of Change, people are much more likely to embrace change if they feel part of it. One way to do this is by involving them in decisions, from having a say when selecting the platform to contributing ideas on how it should be set up.
Select a project manager who will act as a bridge between you and the software provider. Choose someone who has the time, know-how and people skills to keep everything on track, represent the views of the end users and give the project the attention it needs.
2. Get The Timing Just Right
Timing isn’t everything, but you may wish to avoid busy times such as month-end, year-end or school holidays to help make the transition more manageable.
Another thing that can trip people up is notice periods. Make sure to check your contract with your current software provider (if you have one) and keep any notice periods in mind when you’re thinking about timescales for migrating to your new system.
3. Review Your Current Situation
Take a good look at your current system and ask yourself – What’s working well? What’s clunky? What’s driving your team up the wall?
From there, make a list of what you need in your new system. Include things like features, integrations, account structure and user permissions. Don’t forget to cover anything that your current system is doing well.
Define clear objectives and desired outcomes, which you can review after the project to ensure your new system is delivered to your expectations. Having such clear objectives also allows the software provider to focus on these deliverables too.
This is also your chance to review your current processes and find ways that your new software can improve how you’re currently doing things.
4. Select The Right Software for You
Now you’ve got your wish list, it’s time to find a solution that ticks your boxes.
You’ll also want to take cost, future scalability, user friendliness and level of support into consideration.
Do your research online, check independent software review sites, ask for live demonstrations, speak with other businesses in your industry and compare different platforms to make sure you’re making the right decision.
5. Agree a Plan with Your Provider
Once you’ve picked the software and made an agreement with the provider, they should walk through a detailed scope with you. This details everything the system will do and how it’ll be set up, so expectations are clear.
They should also outline what the implementation process will look like, so you understand timescales and who’s taking on which responsibilities.
Make sure it’s clear exactly what the costs are, to avoid any unexpected bills. This normally includes the cost for the software, consultancy fees, custom development and training.
All of this should be in writing so you can refer to it whenever you need to.
6. Prepare Your Data
It’s essential that you establish a clear plan for your data. This plan should outline what you’re going to do with your historical data and how much you’ll carry over.
Before you do anything, you’ll want to make sure your data is backed up to prevent losing anything important. Then, start preparing the data for its new home by making sure records are up to date and any issues have been resolved so you’re starting with a clean slate.
Your new provider will advise what format your data needs to be in and anything else you need to know.
7. Don’t Skip Testing & Training
It can be tempting to rush straight into using your exciting new software, but the importance of testing and training can’t be underestimated.
Get a few people who will be using the system (this goes back to tip 1) to test all the features that are critical to your business. This ensures that everything is working as it should, while there’s plenty of time to fix it before going live.
Take the time to identify the various scenarios your team will need training on and get training sessions, user guides (with screenshots) and video recordings to help your team become comfortable with using it and ensure the transition goes smoothly.
Accounting Software Migration Experts
We’ve helped countless businesses to successfully migrate to Sage 200 and Sage Intacct from a variety of different systems. For more information about the process of migrating to Sage Intacct, read this blog article to find out what to expect.
If you’d like to discuss moving to a new accounting system, complete the enquiry form.
