As your business grows over time, you’ll get to a point where you’ve outgrown the accounting software which started your business and you’re looking for an application that can provide all the capabilities your growing company requires. If you’re looking to borrow funds from an institution, or your business is seeking seed or Series A investors, it’s imperative to upgrade to an accounting* program.
It’s crucial to pick the right accounting* software. However, that’s only the beginning. You now need to ensure that the installation goes smoothly. These nine tips can assist you and your business get the most out of your accounting software implementation.
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1. Set Clear Expectations
If you decide to purchase a new accounting* software, you’re likely to focus on features that are more advanced or added. You often forget what your current system does very well and what your new one can do. This could cause you to be dissatisfied with the new system you just bought.
While your older and the newer systems will not function exactly the same way if there are key features you value in your current accounting software or functions it performs particularly well, makes sure your vendor understands your needs.
2. It’s written
Your business will undoubtedly have specific requirements to meet the requirements of the new accounting* software. For example, which types of reports or other outputs do you think your staff will most likely to use? Are you able to present investors and other members of the public with data visualizations that are able to be utilized in a more practical way than endless rows of numbers?
If you developed an RFP in the selection process for software it gives you an advantage in the pack in defining your requirements. If you did not It is essential to clearly state your requirements in writing prior to when the implementation can begin. That ensures you and the vendor are on the same page regarding what you’re receiving.
Avoid too many customizations as they will increase costs and make maintenance more challenging. You might need to reconsider the choice you made about a solution if you require a lot of customizations.
3. Designate a project champion or a working group
Implementing new software is an entire team effort that could affect everyone in the organization You will require an individual or a small group to serve as the project champion. As the project champion, you make sure that everyone is on the same page, and that the project can move forward.
It doesn’t matter if the project’s leader is an individual, or a group of people make sure you choose team members who have demonstrated the ability to collaborate across functional lines. They must have the authority to make decisions about the software’s implementation. They must also be able to track the progress against the plans and be able to communicate about the project to the vendor.
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4. Create a common project plan
For a successful implementation of accounting software, a well-thought-out plan of action is vital. It will help you ensure that the software is put into place correctly, on time, and within budget.
While the vendor may be the one to create the plan for you, however, you and your team need to have input on the plan. If you do not wish to see specific dashboards, and the plan you’re using doesn’t have it as a project step You’ll end up following the wrong plan and go in the wrong direction.
Even if your final output is just a spreadsheet your plan of work must include milestones, deliverables, and deadlines. It should also be able to assign specific tasks to the people. Once the plan is agreed to, everyone involved needs to understand the roles and responsibilities of each participant. The plan then needs to be a live document that you and your vendor update and monitor progress against.
5. Set up a schedule to ensure that the daily tasks are in motion
It’s common for companies to assign the task of managing an accounting* implementation process to the employees who handle the day-to-day accounting work. After all, they’re your top subject matter experts to do the job! Implementing a system can be time-consuming and may make it challenging for staff to perform their accounting* duties.
It’s the reason why some companies outsource their accounting work to a trusted third party while their internal staff focuses on the implementation process and getting educated on new features and functionality. This will ensure that the accounting work is completed in a timely and precise manner while easing some of the stress on your employees.
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6. How to Prepare Your Books to be ready for the transition
It can be tempting to turn your attention towards the new system when a new accounting software installation is imminent. However, the last thing that you’d like to do is shift bad data into a new accounting system.
Clean and tidy documents are what you’d like at the beginning. However, it can be difficult to keep up with daily accounting work and also manage the implementation of software.
Make sure that your accounting records are current and complete before making the change. You’ll be able start the transition process to new software with clean documents if your accounting records are maintained in a tidy state.
7. Allow Enough Time for Testing
It’s tempting for you to go through the last steps more quickly If there have been delays or when everyone wants to get onto the new accounting* software. You’ll regret it later If you rush through the test.
All system users should be involved in the test of the new accounting software. This includes examining the functions and features you will use in the future, and any you might use later. It’s a painstaking process, but one you can’t afford to rush through.
8. Do not cut corners on training
It’s not enough just to explain accounting software. You have to be able to apply it in a manner that your business uses it. If your team is only educated in one manner to create a purchase order (PO) and there are customers who need a different PO, it isn’t going to be much aid.
Before training begins, take time to identify the various scenarios and permutations your team is expected to train on. Make sure you are able to mix hands-on, live sessions and data that users are able to use at their own leisure. Video tutorials are especially effective since they make it easier to get acquainted to the new system visually and emotionally. It’s also best if the tutorial is led by someone with experience in accounting, not an engineer who designed the software.
Like your accounting software training must be easy to use, make sure any system documentation is easy for your staff to understand. Long-form documents are not more effective or useful than documents that are broken down into smaller pieces and has visuals.
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9. Plan for Post-implementation
A well-constructed post-go-live plan is as vital as the preparation you made prior to the implementation. It is the place to address the issues that remain unsolved or weren’t addressed in the initial project planning. This is also a chance to review your current processes and decide which ones need to be revised in order to make use of the software to its maximum potential and not come up with systems workarounds.
Planning for post-implementation ahead time-both with your internal team and with your accounting software vendor–gets everyone on the same page and in agreement that the system will not be perfect, but you’ve got a team that is ready to resolve any issues. Making sure you have a strategy in place to offer support after implementation can ease the frustration of your staff and ease their anxieties.
Scrubbed can help you make the switch to an accounting system that is more robust for your company. We’ve helped countless businesses identify the needs of their accounting system, evaluate software solutions, and validate that the application can be integrated with your current processes as well as other systems.
We can also provide assistance with the implementation of software, focus on your accounting work while your team is focused on the implementation, and also prepare your accounting books for the transition.
Scrubbed’s accounting and finance specialists can help you make the move to more robust software. *
