Written by Ryan Grundy – Sage Software Blog
Recommending software to your clients creates win-win opportunities. For clients, managing finances becomes simpler and less time-consuming. For you, clients become easier to work with and you elevate your level of service. Integrating software development principles and aligning recommendations with robust quality assurance measures ensures software consistently meets evolving client requirements. Adopting a structured evaluation process establishes a solid foundation for successful technology implementation.
That all sounds promising.
However, it only works if you choose the right software. Selecting the wrong solution can create significant challenges for both parties—especially around total cost of ownership, data security, version control and backup recovery processes.
This article outlines how to implement the right technology and strengthen client relationships. It also highlights how code review and documentation best practices help maintain code quality when selecting or integrating new systems.
Given the many factors to consider, we’ve created a downloadable checklist for ongoing reference. This evaluation checklist guides you through everything from reviewing service level agreement terms to verifying user acceptance testing needs.
Why software choice is so important
As an accountant, you’re in a unique position—similar to a waiter who stands between the diner and the chef. The diner is your client, and the chef is your software supplier.
If something goes wrong, clients will turn to you. If resolution takes too long or fails, you’ll be held accountable. Adopting a comprehensive software review process and integrating quality software supports continuous improvement and keeps clients satisfied.
You may need to spend time and money to resolve issues and, in worst case scenarios, could lose the client.
Claire Bartlett, director of Arden Bookkeeping, explains the impact of software choice on client perception:
“Ultimately, you’re betting your quality of work on the software you recommend. If it doesn’t perform, it looks like you’re not doing a good job. Your client won’t care who is at fault, they will just want the software to do what it’s supposed to.”
The stakes are high.
Getting recommendations right helps you avoid these pitfalls, build trust, deliver more value to clients and potentially generate additional revenue. Sharing customer stories about successful implementations can further strengthen your credibility.
To begin recommending software, consider building a tech stack. A strong tech stack includes tools that fit your software strategy and a comprehensive technical documentation checklist to ensure every aspect of the software development process is covered.
How to build a tech stack
Accountants and bookkeepers typically recommend software by building a tech stack—a select group of solutions they use and rely on.
This usually includes a primary accounting or bookkeeping solution that supports clients in their core financial processes. Including solutions that meet PCI DSS and other security standards reinforces trust in your recommendations.
Beyond this, offer solutions that address specific challenges in industries such as construction, ecommerce or real estate. Also verify the service level agreement (SLA) of any new technology to ensure it aligns with client needs.
Benefits of having a tech stack include:
- Established relationships with software suppliers
- Familiarity with the software, enabling confident client support
- Less time spent researching new solutions case by case
- Easy access to upgrades, enhancements and new product launches
- Clients using the same solutions, reducing your support burden
- Potential for referral and resell partnerships that create additional revenue streams
Note that many accounting and bookkeeping firms establish early with new clients that they use specific software. This reduces objections from the outset, and if clients have prior experience with your chosen solution, it can be a factor in their decision to hire you.
By proactively explaining your evaluation process, you give clients confidence that you’ve thoroughly reviewed each product’s features—such as documentation approaches, code quality controls and performance testing protocols—to ensure the solution fits their goals.
Software recommendation checklist
Whether you build a tech stack or recommend a single solution, conduct thorough research. The sheer number of options can be overwhelming and time-consuming.
“It’s such a flooded market and there are so many solutions for every single challenge,” Claire says. “It takes a lot of your time and effort to research and find the right ones, and sometimes it feels like it’s not worth it. Especially when you could be spending that time on fee-earning tasks. But, if you dedicate a full day to finding the right solution, it’ll save you so much time and money in the long run.”
To make the most of your time, here are 10 considerations for selecting software—use this as your own evaluation checklist or as a project review retrospective after each implementation to refine your approach.
1. Understand your clients’ needs
To select a successful software solution, gain a deep understanding of your client’s needs and challenges. Consider both individual clients and your broader client base.
For individual or potential new clients, book a meeting and ask them to share:
- Current workflows relevant to the areas of accounting you support
- Biggest challenges and pain points
- Goals
- What their ideal software would enable them to do
This helps you identify quick wins—either recommending a solution from your tech stack or gathering criteria for finding a new one. Collect software requirements and relevant support documentation to accurately capture the client’s business strategy and risk factors.
2. Dive into research
Investing time and effort in proper research pays off. Dedicate at least a day to this task and use insights from client sessions to shortlist potential solutions.
Focus on:
- Level of customer support available
- Software features and capabilities
- Pricing options
- Scalability
- Availability of code review or version control tools
Compatibility with acceptance testing protocols and overall software development processes
3. Evaluate suppliers over solutions
It’s tempting to focus solely on software features, but thoroughly evaluate suppliers as well.
Your relationship with the supplier is critical to serving your clients effectively. Review the supplier’s change management strategies, data-driven decision-making processes and commitment to continuous improvement.
Ensure the supplier is recognized for high customer service standards, is easy to contact and responds quickly. Check for relevant customer stories, robust project review documentation and a proven track record in software evaluation.
4. Look for essential features and capabilities
Today’s accounting software offers many advanced features, so seek those that keep your clients and practice at the forefront.
Key essentials include:
- Automation of key financial processes
- Realtime reporting and analytics
- High security standards, data protection and built-in compliance (e.g. PCI DSS)
- Customizable workflows, report templates and dashboards
Clear acceptance testing pathways and coding standards
5. Think about integration
To maximize client efficiency, look for solutions that integrate with others, such as payments, HR and CRM. Assess how easily the software connects to existing systems or if it provides a technical documentation checklist clarifying data flow between platforms.
This ensures future recommendations can fit seamlessly into the client’s setup.
With integrated systems, clients avoid duplication of effort, reduce human error and gain a holistic view of their finances.
6. Factor in scalability
As a trusted advisor, you help clients grow and become more profitable. Avoid recommending solutions that clients might quickly outgrow.
Assess whether potential solutions can meet current needs and scale as the business expands—taking on more people, processing more transactions and handling increased financial complexity. This approach also relates to total cost of ownership and software adaptability to change management and expanded project management scope.
7. Think about budget range
Accountants understand the importance of controlling spend and maximizing ROI. Apply this thinking by considering your clients’ budget limitations.
Often, you get what you pay for. If a quality solution can deliver significant value that justifies the investment, build a solid case with data-driven metrics, relevant review checklists and clear explanations of how the software improves quality and performance testing outcomes.
Consider different pricing models, licensing options and ongoing maintenance costs.
8. Look for user feedback
To understand performance and user experience, review feedback from other customers.
Read online reviews from independent, trustworthy sites and look for those written by businesses similar to your clients in industry or size.
Reach out to trusted contacts in your network for their experiences and feedback. Sometimes, how well a supplier honors its service level agreement can be the deciding factor.
9. Test software yourself
Once you’ve narrowed your options, start testing. Use free trials or request demo versions. Explore the software and assess the user experience.
This allows you to:
- Get familiar with the interface
- Explore all features and capabilities
- Identify potential glitches or limitations
- See how much it enables client self-service
Assess whether it includes robust code review processes, performance testing tools or a flexible request form for special features
This step is vital, as you need to confidently discuss the software, demonstrate its use and provide ongoing support.
10. Assess usability
Software that’s easy to use requires less time and effort from your client, reducing friction in your collaboration. When testing, evaluate how intuitive the interface is, how easy it is to find what you need and how many steps typical tasks require.
Usability affects adoption rates within the client’s business. If the software complicates their workflow, they won’t use it.
Assess usability by ensuring the interface aligns with accepted coding standards and offers sufficient technical documentation for quick onboarding. Good usability, combined with a solid project review retrospective, enhances adoption rates.
Where to start with recommendations
Once you have a new solution ready to recommend, pause and consider your clients.
Some may not be accustomed to using much technology. Avoid overwhelming them by introducing too much at once. Start small, with core financial processes that can be easily streamlined—such as bookkeeping or basic accounting functions like invoicing or payroll.
Once clients have used software for a while and see its value, you can recommend a second solution. The trust you’ve built will make them receptive to further suggestions.
Even hesitant clients may eventually request software to improve a specific area or process. A formal software request form helps you gather details, confirm requirements and address documentation or code quality expectations.
Claire describes the value of a gradual approach:
“Once you’ve had one solution in place for a while and the client is wowed, you can start to drip feed others from your tech stack. Each time you make their lives a little easier, you provide some extra value to that client. The key is to make as much impact as early as you can, so start with helping them simplify their day to day. Then move onto more niche solutions.”
What to do once clients are up and running
Soon, your clients will be using software to save time, improve accuracy and gain better financial insights. Your role doesn’t end there.
As previously mentioned, you’re in the middle position. Support your client’s ongoing use of any recommended software. Build thorough support documentation, clarify backup recovery steps and reference a technical documentation checklist to keep systems running smoothly.
By sharing your expertise, you empower clients to optimize operations and achieve financial goals. Show them how to use data-driven insights for continuous improvement to further enhance your value.
Remember to:
- Help resolve any issues they encounter. Your supplier relationship is key—the faster you get support, the faster you can assist your client.
- Ensure clients fully utilize features and capabilities. Maximizing software use increases its value and the value of your service.
- Identify opportunities to improve additional processes. This may be possible with features of their current solution or by recommending another from your tech stack.
Claire emphasizes the importance of communication and listening in ongoing support:
“It’s all about humanizing the relationship and getting to a point where they will completely open up to you. Then, when they start to complain about challenges they’re facing, you’ll be able to connect the dots and find ways to support them.”
Check in regularly with clients, maintain open dialogue and encourage them to share any concerns. Be available for questions and do everything you can to help them feel confident using the solution. Your role in software selection and acceptance testing continues beyond implementation—keep the project review cycle active and stay attentive to change management strategies.
Final thoughts
Recommending quality software is the path to creating win-win outcomes for you and your clients. Base your decisions on an organized software development framework and ensure software meets all requirements without disrupting existing systems.
Don’t rush the process—your profitability and reputation depend on making the right choice. Conduct a thorough software evaluation, using a structured checklist or formal review process to mitigate risks.
If you haven’t already, build a tech stack of select solutions to address common client challenges. Start with software that improves fundamental processes in accounting, bookkeeping and payroll.
This article and the supporting checklist should simplify your research and help you expand your role as a trusted advisor. Good recommendations and ongoing support build trust, and soon your clients will seek your expertise for even more advice. Use project review retrospectives to refine your approach, maintain software quality and continue delivering exceptional customer service.
