Accurate and up-to-date financial records are the lifeblood of an enterprise’s financial health. Today, I will talk about the signs that highlight the need for migration to a new accounting system. As businesses, we must keep up to date, adapt, and grow to maintain success. 

Why is Accounting Maintenance Important?

The role of accounting maintenance is a safeguard in business’s financial health. For example, regular reconciliation of bank statements and credit card transactions can help uncover discrepancies or fraudulent activities. Additionally, accurate financial records are vital for tax compliance, as they enable the organization to report income and expenses correctly, reducing the risk of audits and penalties. Overall, accounting maintenance is very important in preventing financial mismanagement and fostering trust with stakeholders.

Accounting maintenance is also instrumental in facilitating long-term financial planning and forecasting. When you consistently track and categorize income and expenses, your business can maintain reliable financial statements, such as profit and loss reports and balance sheets. These financial statements offer insights into the company’s financial performance, allowing executives to identify trends, something that is very important, and pinpoint areas for cost optimization; both of these allow you to make strategic decisions that promote growth. Furthermore, maintaining financial records over time enables organizations to build historical data, allowing you to compare performance across different periods, and project future financial needs to secure investments or loans for expansion and innovation. Overall, accounting maintenance is the compass guiding businesses toward financial stability and sustainable growth. We all know that money is arguably the most important aspect of a business. It is what you earn from what you create; something that should not be handled lightly. 

Top Hindrances of Continuing with Outdated Accounting Software:

  1. Vulnerability to Security Breaches – Hackers and malicious actors often target outdated software because vulnerabilities remain unaddressed. 
  2. Limited Features – Old software often lacks the features and capabilities of the newer options.
  3. Increased Maintenance Cost (due to lack of efficiency) – Maintaining and supporting outdated software may involve higher support leading to increased maintenance costs. 
  4. Non-compliance with Industry Regulations and Legal Requirements Using outdated software may lead to non-compliance with industry regulations and legal requirements, which can potentially result in fines and legal repercussions.
  5. Loss of Competitive Edge – Competitors who embrace modern technology may outperform you in terms of innovation, customer service, and overall market share.
  6. Discontinued Support and Updates for Older Software Versions – Vendors often discontinue support and updates for older software versions, making it challenging to address technical issues.

I have worked with companies with outdated software and I cannot emphasize enough how costly this is in so many ways. I was hired as a manager for a company to streamline the processes and make it so that the current team could scale as the company continued to grow, without having to hire any more employees in that department. Once I tackled some priority projects to add value to the services the company provided, I started tackling the issues they had with the software and was tasked with improving the processes of the entire department. This software had been chosen because it was created for the particular industry sector the company was in. This is what kept them “stuck” to this awful software.

It constantly crashed. Almost daily. This made it so they had to constantly call support to fix crashes and glitches. They were dependent on the IT department of this software, so there was nothing we could solve in-house. These crashes and glitches continually stopped the employees on their tracks and prevented them from completing tasks, making them sit around for hours sometimes waiting for the glitches and crashes to be fixed. They wasted so much time and money that I don’t even know how they stayed profitable. It required so much manual labor that they had to keep hiring employees to maintain the system and to scale because it limited the number of clients that could be assigned to each employee. There were much more updated apps available, two in particular at the top of the industry, that I knew would significantly streamline their processes. I made my recommendations according to my observations and findings and gave my recommendations, however, they were too focused on the fees these apps were charging on a subscription basis. Here’s the thing about fees for SaaS (software as a service)- no matter how expensive you think they are, an employee will always be more expensive than the fees you pay for up-to-date software or apps. You either pay for slow, inefficient manual labor (with outdated systems) or you pay for technology that is well set up and managed by intelligent and trained humans. Those are the times we live in. 

Having worked with hundreds of companies, business owners, and managers for the last two decades, I have seen the majority be so behind in technology that their businesses just leak out money operating every day. I have seen more inefficiencies than I can ever recount.

This particular company refused to let go of this software. To customize reports in it you almost needed to know computer coding, as it was in the 90’s. We were in 2018 working with 1999 software. 

I recall one of the employees I managed asking, “If the program does it all, what will we do?” First of all, the program didn’t do it all. It just did it efficiently. The fear of technology has kept too many people attached to outdated ways of working and doing things, even in their personal lives. Technology is a way of life for us now. Why not use the right one that will free up a lot of our time to do other things? Yes, finances are the heart of a business and you should be paying attention to it consistently, but how about using a program that allows you to do this in less time while you focus on having fun creating more value for your customers/clients? Inventing new ways of doing things and bringing happiness, efficiency, clarity, or joy- whatever it is you offer- to those you serve in new ways that no one ever thought of? If you don’t utilize resources and keep up with the times, you have a higher chance of losing.

Signs That You Need to Migrate to New Accounting Software: 

Deteriorating System Performance: If your current system or software package experiences frequent slowdowns, crashes, or unresponsiveness, it’s a clear sign that your system may no longer be able to handle your data volume or workload, just like this software system was doing to this company.

Data Inconsistencies and Duplication: Data errors are a sign your current system may be outdated and can lead to incorrect cash flow calculations, potentially causing the business to over or underestimate its financial abilities. This results in missed investment opportunities or business expansions. For example, a company may underestimate its available capital due to data errors. 

Inadequate Reporting and Analytics: If your current system restricts your ability to generate meaningful reports and gain valuable insights into your accounting data, it can hinder strategic decision-making. For example, imagine a retail company that relies on outdated software incapable of providing detailed sales reports or forecasting customer trends. Without accurate insights, the company can struggle to adjust its product offerings or marketing strategies in response to shifting consumer preferences.

Lack of Integration: If your current system doesn’t integrate well with other essential systems and tools within your organization, it can lead to operational inefficiencies. This is especially important in our era of “tech stacking,” a fairly new term used to describe your apps syncing in harmony together.

User Frustration: If employees or users express frustration with the old system, there is a lack of user-friendliness which is an indication it may be time to migrate to a new accounting software. 

Making the Decision to Migrate 

The decision to migrate to new accounting software or a new system (such as an ERP) can be influenced by evaluating the long-term costs and benefits of a migration project and aligning your decision with your business goals. 

First Step: Planning Your Migration to a New Accounting System

You can create an overview by outlining the specific goals of the migration plan. For the starting point, explain how it aligns with your business objectives and what problems it aims to solve. Then, identify potential risks and challenges as well as benefits associated with migration. After this, lay out a clear timeline for the entire process, highlighting key milestones and deadlines. Don’t forget to discuss how the data migration will affect various stakeholders, such as employees, customers, and partners, and outline strategies to minimize disruptions. 

You can even consider and evaluate alternative solutions to a migration, explaining why a migration is the most effective choice. Here are some steps in order: 

  1. Assess Your Current Accounting System – Start by identifying the strengths and weaknesses of your current system. Consider factors like user-friendliness, data accuracy, system reliability, and the availability of essential features. Assess the system’s performance, including its response times, data processing capabilities, and its ability to handle the current workload.
  1. Determine your specific needs and goals – What features and capabilities are essential for your business operations? What are your long-term goals, and how should the accounting system support them? Are there industry-specific requirements or compliance standards that your system must meet?
  1. Research and Select a Suitable Accounting Software – Some things to consider when choosing a suitable new accounting software are budget consideration, user-friendly capabilities, consideration of whether the new accounting software allows for customization to adapt to your unique business processes and requirements, and the level of support and training provided by the new accounting software vendor.
  1. Data Cleanup and Backup: Before migrating, clean and organize your financial data. This includes removing duplicate entries, correcting errors, and ensuring consistency in data formats. Clean data is essential for a successful migration. Always make complete backups of your existing files before the data migration. This will provide a safety net in case anything goes wrong during the entire process. You don’t want to have trouble with data loss.
  1. Documentation: Keep detailed documentation of the data migration process, including any changes made, issues encountered, and their resolutions. This documentation can is invaluable for future reference and audits.
  1. Training and Support: Provide training to your staff on how to use the new accounting software. Ensure that they are comfortable with the new accounting software and can use it effectively. Additionally, have a support plan in place for addressing any post-data migration issues.
  1. Ongoing Support and Maintenance: Understand that the migration is not the end; it’s the beginning of a new phase. You should guarantee ongoing support and maintenance to keep the new accounting system running smoothly and adapt to changing business needs.

One thing to keep in mind during this entire process is to maintain communication. Effective communication is essential. 

The final step is to keep all relevant stakeholders, including employees, management, and external partners informed about the migration and its proven benefits. You can even run the old system and the new system at the same time for a certain period to validate the accuracy of the data in the new software. You must also keep in mind the market is ever-changing and this may not be the last time this takes place, unless you score on an ever-changing and evolving software on its own. 

We’ve explored the hindrances of an outdated and old system, how to determine if you have one, the significance of maintaining up-to-date financial records, and steps on how to go through with the process. In the dynamic world of finance, staying ahead is absolutely necessary. Regularly evaluate your accounting software to make certain it aligns with your business goals and adapts to changing needs. Take advantage of these opportunities to learn new things and propel your business toward growth.

Yari Solutions offers data migration service and accounting software setup, along with ongoing support and maintenance that is up-to-date and extremely efficient.