8 steps to successfully migrate to a new accounting practice management software

Migrating to a new practice management platform is a major decision for any accounting firm. Switching software can represent upheaval and potential risks. But with the right planning, migrating to new tech opens the door to enhanced efficiency, productivity, and client satisfaction. 

In this article, we’ll outline the key steps you should take to ensure a smooth and hassle-free transition to better software. We’ll also look at some common mistakes to avoid during the migration process.

Why do accounting practices migrate to new practice management software?

Switching to new software involves a lot of planning and thought. So why do accounting firms — and businesses in general — regularly go through the trouble? In short, sticking with outdated or poorly designed software can be hugely detrimental. 

In this section, we’ll look at the main factors that push firms away from their existing software and towards newer, better alternatives. 

Limited functionality

Technology is evolving faster than ever — and with it, the needs of accounting firms are rapidly changing too. What worked several years ago could now be holding you back. 

On average, almost a third (31%) of an organization’s technology comprises outdated systems. Older systems often lack key functionality. They may be slow to adopt technologies such as accounting automation and artificial intelligence (AI) in any meaningful way. 

Integration issues

To create smooth, joined-up accounting workflows, your accounting practice management software must integrate with the other systems you use. Integration issues can slow you down, making you jump between different apps unnecessarily. 

By switching to a practice management system that integrates seamlessly with the rest of your accounting tech stack, you can save time and improve accuracy.

Poor UX

User experience (UX) is a crucial factor in software effectiveness and adoption. If a platform is overly complex and difficult to navigate, the risk of error or wasted time increases. Staff are often reluctant to use poorly designed or clunky software, leading to complex workarounds and a lack of standardization across processes. 

Changing client expectations

Besides shaping how accounting practices operate internally, advancements in technology also cause client expectations to change. What was considered a great client experience five years ago might be considered outdated now. 

Today, clients expect seamless digital experiences from service providers. In accounting, that means providing slick, client-focused tools and features. TaxDome, for example, offers a client portal and client mobile app where clients can interact with accountants, upload documents, and keep track of progress. 

Scalability issues

If you’re running an accounting practice, you need software that will scale seamlessly as your firm grows. If not, your software will act as a barrier to growth and productivity. 

There are two ways software can help you scale. First, through features such as workflow automation, which enable you to automate repetitive manual tasks. As a result, you can dramatically increase your output without hiring new staff. Second, through clear and transparent pricing that doesn’t require you to unlock new features or upgrade to new, more expensive plans as you grow.

8 steps to successfully migrate to new accounting practice management software

Now we’ve looked at the why, let’s explore the how. As we’ve previously discussed, the key to a successful software migration is planning and forethought. By following the steps we’ve outlined below, you’ll be able to approach this process in a logical, systematic way.

1. Assess your firm’s needs

Before you consider switching to new practice management software, spend some time understanding your specific goals and what’s holding you back from achieving them. For example, you may be looking to:

• Offer a more intuitive and modern client experience
• Scale your business seamlessly through automated workflows
• Switch to a system that’s more comprehensive, easier to use, or more cost-effective
• Improve internal collaboration and communication
• Consolidate multiple existing apps into one centralized system

Understanding what you want to change will help you make more informed decisions when it comes to choosing the right software.

2. Research and select the right software

Now you know what you want to achieve from migration to a new practice management platform, you can start looking for the right platform to migrate to. Narrow down your search to a shortlist of platforms that tick all the boxes you outlined in step one. Pay special attention to: 

Features: 

• Does that platform have a comprehensive feature set?
• Does it leverage innovative technologies such as automation and AI?
• Will your staff and clients enjoy using the software?

Pricing:

• Does the software have clear, transparent pricing? 
• Are all features available to all users, or will you have to pay more to unlock specific features?
• Are there any limitations on users, clients, or certain features on different pricing plans?

Support:

• Will you be supported through the migration and implementation process? 
• Once up and running, what access to support will you receive? 
• Does the software provider offer comprehensive learning materials to help you get up to speed?

Reviews and rating:

• What do current users have to say about the software? Check out review sites such as G2 and Capterra and do some digging
• What’s the average rating across review sites? The best software scores over 4.5 out of 5 — and the more reviews, the better
• Has the software won any awards for adoption, innovation, or client satisfaction recently? 

The questions above will help you differentiate between platforms that may, at first glance, seem fairly similar. For example, unlike many of its competitors, TaxDome offers extensive features and a commitment to ongoing improvement and innovation. 

In addition to its broad capabilities, TaxDome provides clear and transparent pricing, with a single plan for all users. Where other software providers restrict usage or block key features on cheaper plans, TaxDome has zero limitations, meaning you can scale your business easily at no extra cost. 

When it comes to support, TaxDome offers hands-on guidance at all stages of your journey. This covers everything from data migration and implementation to setting up workflows and client accounts. There’s also TaxDome Academy, a series of online learning courses to help you master TaxDome’s core features, as well as regular product webinars and bootcamps. 

No wonder customers rate TaxDome 4.7 out of 5 across thousands of reviews on G2 and Capterra! 

3. Plan the migration timeline

Once you’ve chosen a new practice management solution, you can start putting plans in place to migrate across. This plan should: 

• Set realistic expectations for the migration
• Establish key milestone and timelines
• Outline every stage of the process — from data backup to go-live
• Determine which team members will be responsible for different aspects of the process

Ideally, your new software provider will help you understand the steps involved and how long they typically take. 

TaxDome offers hands-on, personalized support throughout the migration process. Starting with a kickoff meeting, we’ll assess your firm’s specific goals and requirements to make sure the onboarding process is seamless and hassle-free. We review all of your current processes and workflows to create the optimal strategy for your transition to TaxDome.

4. Back up your data

Before you migrate to your new practice management system, make sure you back up all of the data from your existing software. This includes all client records, financial and billing data, communication history, templates, and workflows. Depending on your current setup, this could mean backing up data from multiple different software platforms and apps.  

Backing up your data ensures that nothing is lost during the migration process. It provides a safety net in case any technical issues arise. Here are some best practices to consider when backing up data: 

• Create multiple copies: store data in at least two separate locations, such as cloud storage and on-premise storage, to ensure business continuity should one of the versions become lost or corrupted.
• Check data integrity: before starting the migration, verify that your backup files are complete, up-to-date, and free from corruption.
• Organize files for easy access: categorize and label all data to make it easier to retrieve and organize once migrated to the new system. 
• Secure sensitive information: use encryption and password protection to safeguard any sensitive client or financial data during the backup process.
• Set up an automated backup system: if possible, implement an automated backup process during migration to continuously update data without the need for manual intervention.

5. Test the new software

Before going live with your new system, you must test it out in a controlled or demo environment. This allows you to experiment with the new platform without affecting your day-to-day operations. Testing is also a great way to spot and resolve any issues relating to data, workflows, or integrations. 

If your new system has a client portal, make sure you also set up a dummy client account. This way, you test out automated communications, document sharing, and other client-facing processes to ensure that everything is working smoothly. 

6. Inform your clients

Migrating to a new accounting practice management system isn’t just an internal process. It also impacts your clients. As we’ve already mentioned, the best practice management software provides slick and intuitive solutions for your clients, such as secure client portals and mobile apps where they can manage all interactions with your firm. 

Make sure you inform your clients before you roll out your new software, focusing on the following key points: 

• Why you decided to upgrade your software 
• How it will benefit them 
• What they need to know or do to get up and running

Client portals and mobile apps can transform the client experience. Even so, you may be met with some reluctance from clients who struggle with new technologies. It’s your job to ensure that they have the information and support they need to embrace your new system. For example, in addition to writing a formal email notifying them about the change, you could organize a detailed webinar where you walk clients through the new software and how it works. 

At TaxDome, we prepared a client-facing PDF that outlines the investment our customers are making in technology to improve the client experience. The PDF is written from the perspective of your firm, and you can customize it with your own branding before sharing it with your clients. 

7. Train your team

The last box to tick before rolling out your new software is training. It doesn’t matter how amazing your new system is, without effective and targeted training, you’ll struggle to maximize its value. Training ensures that your staff have the confidence and skills to use the software. It reduces potential errors and boosts adoption rates. 

As with your clients, it’s important to explain to your staff not only the nuts and bolts of how the new system works but also how it will benefit them. Migrating to new practice management software could save your staff countless hours, simplify their workflows, and generally make their lives easier. Your job is to explain all of that. 

Here are some best practices to consider when training your staff: 

• Provide role-based training. Tailor the training sessions based on specific team roles. For example, administrators will need in-depth knowledge of how to configure the system while regular staff will need to focus on day-to-day tasks such as client communication and workflow management. 
• Establish best practices. Establish some ground rules for using the new system. For example, you might ask that all staff use the software instead of email for internal communication and collaboration. You might also ask all staff to use pre-approved templates to speed up and standardize processes.
• Appoint internal champions. Designate “power users” within your team who can become the go-to people for support and questions relating to the new software. 
• Utilize official training materials. Make use of any training materials offered by your software provider. These may include webinars, courses, videos, and hands-on live sessions.
• Encourage continuous learning. Mastering a new practice management system won’t happen in one session — especially considering new updates and feature releases. Ensure that your training is an ongoing process by scheduling regular sessions and refreshers as needed. 

With TaxDome, we’ll help your team maximize the value of our award-winning platform. In addition to live training sessions during migration, we offer a range of online training materials and events designed to help you master TaxDome. These include: 

• TaxDome Academy: take a series of self-paced online courses covering TaxDome’s core features and use cases
• Product webinars: watch on-demand webinars or sign up for live events covering the latest TaxDome features and innovations
• TaxDome bootcamp: sign up for a series of hands-on live workshops led by our product experts 
• How-to videos: watch short video explainers to understand how features and processes work in TaxDome
• Help Center: browse a library of Help articles that cover everything from the basics to advanced processes

8. Migrate data and go live

Once everyone is on board with the new platform, the final step is to migrate data and officially go live with your new software. This stage marks the point where your new system is fully operational, and your old system can be phased out. 

If you manage this step effectively, you can avoid downtime and client disruption during the switch. Once live, you’ll need to monitor your new software closely for any issues relating to performance, data, or integrations.  

At TaxDome, we offer continuous support during this crucial phase and beyond. You’ll find a help widget directly in the TaxDome portal, where you can quickly get help from our support team. 

Common mistakes to avoid during migration

While migrating to a new accounting practice management platform can bring huge benefits, it can also present huge challenges and issues if not handled properly. In this section, we’ll highlight some of the key mistakes to avoid during the process. 

Forgetting to back up data

In the rush to train staff and move forward with the migration, some firms may overlook the importance of backing up their data. This represents a huge risk. If something goes wrong during the transition process, you could lose everything — client records, financial data, project-related information, and more. 

Losing all of your firm and client-related data could be catastrophic. Besides the obvious operational issues it would bring, the damage it would cause to client trust and confidence would be hard to recover from. 

Failing to explain the why

When communicating your decision to switch to a new practice management platform, it can be tempting to focus purely on the technical aspects and processes involved. But just as important are the reasons why you are making the switch. 

If you fail to outline the benefits, you may struggle to get buy-in from staff and clients. For staff, not understanding the why could result in a lack of motivation to use the new system, or even frustration at the upheaval it represents. For clients, it may mean poor adoption rates of client portals or mobile apps. 

Overlooking the importance of training

Insufficient training is one of the major reasons software migration can fail. Switching to a new system involves a lot of learning. Even if your new software is significantly better than your old one, without adequate training, your staff will be lost. 

The same goes for clients. Switching from email communication and phone calls to a secure client portal makes total sense. But if they don’t understand how to use the portal, chances are the migration will end in frustration. 

Rushing the migration process

Once you’ve chosen an amazing new practice management platform, there’s a temptation to start using it as soon as possible. But rushing the migration process can lead to all manner of problems down the line. 

The key to avoiding this issue is to make a comprehensive migration plan, including timelines for major milestones. Once you’ve made the plan, stick to it and avoid the temptation to rush the process.

Choosing the wrong software provider

There are multiple factors to consider when choosing the right software. Some software providers may offer an excellent product. But if they aren’t able to support you through migration, implementation, and beyond, you’ll find yourself with nowhere to turn should something go wrong. 

In addition to innovative features and transparent pricing, the best software providers offer industry-leading support during the migration process and beyond. They take the time to understand your needs and goals, and they provide the tailored support you need to make your migration a success. 

To sum up

There are all sorts of reasons why you might want to migrate to and implement a new practice management platform. Switching to better software is one of the simplest ways to improve efficiency, scalability, and client satisfaction. But software migration is not without its challenges. 

By following the steps we’ve outlined in this article, you can ensure a smooth, hassle-free transition. But to really take the risk and uncertainty out of the migration process, you need a software provider that will support you every step of the way. 

In addition to outstanding features and transparent pricing, TaxDome offers industry-leading support. From understanding your specific needs to providing detailed staff training, our experts will set you up for success. 

Interested in giving TaxDome a try? To join the 10,000+ firms that have switched to our leading practice management platform, request a demo today.