Your guide to changing accounting software

1. Start by reviewing your current system

Before looking at new options, take stock of what you’re using now. What do you like about it? What frustrates you or slows your team down? What features would make life easier? Involve staff who use the system daily - they’ll know where the real pain points are. Writing down the pros, cons, and wish list gives you a clear starting point when comparing alternatives.

2. Prioritise what matters most

Not everything on your list will carry equal weight. Decide which features are essential, which problems absolutely must be solved, and which things would just be nice to have. Keep in mind that tasks you do often are the ones that will have the biggest impact if they’re slow or difficult.

3. Work out a realistic budget

Price is more than just the software licence. Think about hardware or system upgrades, setup and installation, training, and data conversion. Allow for staff time as well as any consultant fees. Don’t forget ongoing costs like updates, support, and training for new team members. A realistic budget will help you compare systems on overall value, not just the sticker price.

4. Ask for advice

Talk to others in your industry about what they use - what works well, what doesn’t, and whether they’d recommend it. Your accountant is another valuable source of advice, especially when it comes to the information they need from your system. Independent consultants can also provide a broader view of what’s out there.

5. Build a shortlist

Once you know your priorities and budget, it’s time to narrow the field. Compare systems not just on features, but also on things like support, training, ease of integration with the tools you already use, and how the software is kept up to date. The goal is to find options that meet today’s needs and will still be reliable tomorrow.

6. See it in action

A demonstration is the best way to test how a system will really work for you. Involve staff from different parts of your business so you get a complete picture of strengths and weaknesses. Use your priority list to guide questions and make notes on how each option stacks up.

7. Choose with confidence

After weighing up the demos, your budget, and your priorities, you should be ready to make a confident choice. The right system won’t just handle the basics - it will give you accurate, timely information to run your business more efficiently and profitably.