Very often, we speak to organisations who need a new finance system quickly. This may be due to current software frustrations, to keep control of their finances as their business grows, or implement before the new financial year starts. What they don't realise is, bespoke finance systems take on average 3-4 months to implement.
Read on for the 5 key phases of finance software implementation so you can confidently plan and prepare.
Looking to implement new finance software? Contact us for more information.
Step 1: Planning phase
Step 1: Planning phase
If you've landed on this page, it's likely you're already at step 1. You know why your business needs new finance software and you've probably looked at many suppliers who sell it.
When researching the suppliers, make sure to gather all the key information such as cost, support, software features, benefits to you etc and use this to build the first business case.
Take the business case to the board to get an approval in principle to go ahead. Then, before you do anything else, start to assemble a team who will support you through the next steps. If you need to recruit more people, start this process now.
Step 2: Engagement phase
Step 2: Engagement phase
Write a list of all the potential suppliers you may want to go with. Start seeking initial conversation with each provider by booking a demo of the software and asking about pricing.
After the first demo, move onto a second demo with the suppliers who stood out to you. This second demo should be a deeper dive into the software with specific scenarios relating to your business.
Detail your thoughts throughout all demos so you can take your recommendations to the board to get final approval of the supplier you want to work with.
Step 3: Design phase
Step 3: Design phase
This phase focuses on confirming your exact requirements such as structuring your Chart of Accounts, confirming what Controls you want to see in your new system such as when to ‘close’ accounts at a specific point or choose a rolling close.
Also look at your data; before you carry out any data migration you need to do a full data cleanse.
In this phase, work with your supplier on planning the UAT and training processes.
Step 4: Build and deliver phase
Step 4: Build and deliver phase
Now its time to build and test.
When you work with The Access Group, we will carry out workshops that help you decide what to test and produce structured scripts so that the tests are carried out in a methodical and logical way.
This is a phase to include your super users, their aim is to know the system well and be champions to other users – super users can help with the resistance to change and be advocates of the new accounting software.
Step 5: Go live
Step 5: Go live
The software is now operational, following thorough research, meticulous planning, rigorous testing, and successful implementation.
It's time to start experiencing the benefits that the software brings to your business.
Remember, your software vendor will be available to support you with Customer Success Teams and Customer Support.
Watch this 3 minute video to see how Access Financials will benefit your business.
Finance systems take 3-4 months to implement into organisations, that's why getting ahead and starting now will bring you all the benefits you're looking for next year. Our finance software will help you:
A financial management system refers to a technology solution for businesses that helps track, process and manage the entire financial life cycle. It encompasses core financial functions such as general ledger, accounts payable, accounts receivable, budgeting, and reporting. Learn more about financial management systems.
There comes a time in any growing business when choosing a new finance and accounting software or replacing an existing one becomes essential to ensure efficiency and reliability for finance teams. Access Financials is a cloud-based accounting solution that handles all your accounting, procurement, collaboration, analytics and more, all in one place, securely in the cloud. Discover our tips and best practices for switching accounting software.
When considering a new financial management system, consider features and functionality that enable your finance team to carry out more value-adding activities. Take into account factors such as:
Find out how to choose the right accounting software for your business.
Access Financials integrates with the Microsoft Office suite such as Excel, Word and Outlook, as well as Digital Tax software, HR, CRM, expenses, purchasing, payments, rostering, scheduling, inventory management, and many more. It also connects with Experian for company credit data to support your sales processing by giving you an instant view of your business health. Check our 7-step finance system integration checklist for more details.
Accounting features and user seats affect the cost of most financial management systems. Access Financials comes with various add-on options so you can build a system that works for your organisation, and a one-time financial software implementation fee. Additionally, we offer customisable customer success packages that vary depending on the level of support you need. Learn more the cost of accounting software and discover our flexible accounting packages.
At Access, we take data protection and security seriously. Our powerful cloud-based solution is designed using industry-leading cloud technology that enables you and your team members to always have access to the information you need within a single sign-on platform, safe and secure, and always updated to the latest version.
Finance professionals can free up time with our automatic software updates instead of manually downloading and installing new versions locally on their devices. Read our article about cybersecurity in finance to learn more about the benefits of cloud-based accounting software.
Making a decision on switching your accounting system is a big decision for your company, particularly if the existing accounting system has been in the business for many years.
There's not a ‘one size fits all’ when it comes to financial system implementation and ensuring your team are fully equipped to run the organisation. Keep reading here our 4 helpful tips for training your team for new accounting software.
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