Changing an accounting system is often a result of growing issues. As the organization grows, the complexity of financial operations increases, the limitations of currently used tools become apparent, and integration problems arise. Companies that decide to switch systems usually have already passed a critical point—they understand that continuing with existing solutions will hinder stable growth.
The decision to implement a new accounting system marks the beginning of a process that requires preparation on many levels. In this guide, we outline the key stages that should be planned before the system goes live—and before it begins to deliver real benefits.
Step 1: Analyze Needs and Assess Current Solutions
Accounting system implementation should begin with a thorough diagnosis of what is already in place and the organization’s actual needs. It’s essential to inventory the tools in use and identify the areas where current solutions are falling behind—whether due to scaling issues, legal compliance, automation demands, reporting capabilities, or information access. Only then can you accurately define the functionalities your company truly needs—both in accounting and integration with other business processes.
Step 2: Select a System Suited to Your Company
The accounting system should be chosen based on both current operational needs and the company’s growth plans. We’ve previously covered the impact of system selection on company growth in our blog post: Why Choosing the Right Accounting System is Crucial for Business Development.
Options include ERP financial modules, standalone accounting software, and cloud-based solutions. When comparing offers, key criteria include functionality, scalability, security, integration with other tools (e.g., warehouse, sales, CRM), as well as license and maintenance costs. Interface usability and the quality of technical support are also important. Involving future users through presentations or trials is often a smart move.
Step 3: Choose Implementation Timeline and Data Migration Strategy
The best time to implement a new accounting system is at the start of a fiscal year—it allows you to begin fresh and simplifies data migration. If implementation must occur at a different time, careful planning is critical. The schedule should include test phases, data completeness and consistency checks, and buffer time for corrections. Preparing data beforehand—cleaning, standardizing, and verifying balances—is best done during a period of lower operational workload.
Step 4: Adapt the System to Your Organization’s Specifics
Once the system is selected, adapting it to the company’s actual processes and structure becomes key. This includes defining the chart of accounts, posting logic, report layouts, and documents in line with internal accounting policies and reporting requirements. If the system integrates with other tools (e.g., sales platforms, warehouse, HR module), configuration and testing of integrations will be required. End-user testing is essential at this stage.
Step 5: Prepare Your Team to Work with the New System
Even the best system is ineffective without a trained team. Training should cover all users—both accountants and administrators. It’s not just about interface operation but understanding the system’s logic and the impact of potential mistakes. In the first weeks after go-live, it’s often helpful to have an external partner on hand who knows the system and can quickly resolve common issues.
Step 6: Provide Technical Support After Go-Live
Even a well-planned implementation can lead to issues in the early stages of system use. During the supervised operation phase, problems with configuration, access, data migration, or unusual user scenarios may arise. That’s why it’s important to define post-implementation support with your provider upfront: how to report incidents, response times, support scope, and update schedules. A partner familiar with both the system and your organization can quickly identify and resolve issues to minimize disruption.
Accounting System Implementation – Let’s Work Together!
Implementing an accounting system isn’t just about software selection—it’s also about needs analysis, migration planning, system configuration, team training, and post-go-live support. Every stage requires a cohesive approach and expertise, especially where technology meets daily accounting practice.
At Ekoconsultant, we’ve been supporting companies in financial and organizational processes for over 25 years. Thanks to our partnership with trusted technology provider IT Vision, we offer full support at every stage of accounting system implementation. If you’re considering changing or integrating your accounting system—get in touch. We’ll help you carry out the process smoothly and securely.
