Year-End Technology Planning for Accounting Firms
September 2019. Tax season is distant memory. Next busy season feels far away.
This is perfect time for technology planning. Assess current state, identify needs, implement improvements before January arrives.
Why Plan Now
Time Available
Staff have bandwidth for technology projects. Not stressed by deadlines.
Budget Timing
Many firms plan budgets in fall for following year. Technology needs should be in budget discussions.
Implementation Before Busy Season
Technology changes implemented in fall are established and working well by tax season.
Assessment Questions
What Frustrated You Last Tax Season?
Technology problems during busy season. Slow software, connectivity issues, inefficient workflows.
List problems while fresh in memory.
What Manual Processes Need Automation?
Tasks done manually that software could automate. Document requests, client communications, tax return reviews.
What's Aging Out?
Computers, servers, network equipment approaching replacement age.
Better to replace proactively than during crisis.
What Security Gaps Exist?
No multi-factor authentication? Weak backup procedures? Outdated antivirus?
Technology Planning Areas
Hardware Replacement
Computers older than 4-5 years should be on replacement plan.
Servers older than 5 years need replacement or cloud migration.
Network equipment (routers, switches, firewalls) older than 5 years due for upgrade.
Software Upgrades
Tax preparation software: upgrade to current version before tax season.
Practice management software: assess whether current version meets needs or upgrade needed.
Office productivity (Microsoft Office, etc.): keep current or migrate to Office 365.
Cloud Migration
Still running on-premise email? Consider Office 365 or Google Workspace migration.
Local file servers? Evaluate OneDrive, SharePoint, or other cloud storage.
On-premise applications? Assess cloud alternatives.
Security Enhancements
Multi-factor authentication on all systems handling client data.
Endpoint protection upgrade from basic antivirus to EDR.
Email security enhancements (advanced filtering, link protection).
Backup improvements (cloud backup, immutable backups, tested recovery).
Client Portal
If don't have secure client portal, implement for secure document exchange.
If have portal, assess usage and consider improvements.
Communication Tools
Phone system upgrades. VoIP systems provide better features at lower cost than traditional phones.
Video conferencing for remote client meetings.
Client messaging systems for quick communications.
Budgeting for Technology
Capital vs Operating Expenses
Hardware purchases: capital expenses.
Cloud subscriptions: operating expenses.
Understand accounting treatment for budget planning.
Typical Technology Budget
Small firms (1-5 staff): $500-1000 per person annually.
Medium firms (6-20 staff): $400-800 per person annually.
Includes hardware replacement, software subscriptions, IT support, cloud services.
One-Time vs Ongoing
Hardware replacement: periodic one-time expense.
Cloud services: ongoing monthly costs.
Budget for both.
Timeline
September-October
Assessment and planning. Identify needs. Get quotes. Prepare budget.
November
Budget approval. Order hardware. Schedule implementations.
December
Implementations and training. Get new systems operational before year-end.
January
Final refinements before busy season hits hard.
Common Technology Needs
More Processing Power
Tax software resource-intensive. Faster computers save time during busy season.
Better Internet
Cloud services require good internet. Upgrade bandwidth if current connection slow.
Secure Client Communication
Email isn't secure enough for tax documents. Client portals solve this.
Remote Access
Staff need secure remote access for after-hours work and emergency situations.
Backup and Disaster Recovery
Losing client data during tax season is catastrophic. Robust backup essential.
Cloud Considerations
Office 365 or Google Workspace better than on-premise Exchange for most firms.
File Storage
Cloud file storage (OneDrive, SharePoint) provides accessibility and automatic backup.
Tax Software
Cloud-hosted tax software becoming more common. Evaluate vs traditional desktop software.
Practice Management
Cloud practice management eliminates server maintenance and enables remote access.
Security Priority Items
Multi-Factor Authentication
Single most important security improvement most firms can make.
Regular Backups
Daily backups with offsite/cloud copies. Test restores regularly.
Security Awareness Training
Staff training on phishing recognition and security practices.
Software Updates
Keep all software updated with security patches.
Avoiding Common Mistakes
Waiting Until Crisis
Don't wait for computer failure or security breach to address technology needs.
January Implementations
Don't try to implement new technology in January. Too late.
Underbudgeting
Technology is investment, not optional expense. Adequate budget prevents problems.
No Training
New technology without training creates frustration. Budget time and money for training.
Getting Staff Input
Survey staff about technology needs and frustrations. They know what works and what doesn't.
Include staff in planning. Increases buy-in for changes.
Vendor Relationships
IT Support Provider
If using managed IT services, work with provider on planning.
If handling IT internally, consider whether external help needed for major projects.
Software Vendors
Contact software vendors about upgrade paths, new versions, migration options.
Documentation
Document technology plan:
- Current state assessment
- Identified needs and priorities
- Budget estimates
- Implementation timeline
- Training requirements
- Success metrics
Our Services
At Robell Technologies, we help accounting firms with technology planning:
- Technology assessments
- Cloud migration planning
- Hardware specifications and procurement
- Security improvements
- Implementation project management
- Staff training
Eight years serving Arizona accounting firms means understanding both technology and accounting practice operations.
If you need help with year-end technology planning, we can help.
This September
Use quiet time to plan technology for coming year. Assess needs, develop budget, schedule implementations.
Technology planning done now prevents problems during tax season and positions firm for success.
Don't let technology be afterthought or crisis-driven. Plan proactively while time allows.