From legacy to leading-edge software: 7 Lessons in accounting system migration
For any finance team, the phrase “system migration” can trigger a very specific kind of anxiety. It suggests months of disruption, data black holes and the steep learning curve of a new interface. Yet, clinging to legacy software poses a much greater risk than the migration itself.
The accounting sector is currently undergoing a massive infrastructure overhaul. Accountants are reaffirming their commitment to technology as shown in the 2024 Intuit QuickBooks Accountant Technology Survey. The survey found firms increased their average tech investment by fifty per cent.
This surge in spending is a strategic move to secure a competitive edge. The industry is waking up to the fact that the tools you use can dictate the speed at which you grow. Navigating this transition without breaking the business requires a measured approach, and here are seven lessons from the front line of accounting system migration.
The golden rule of migration is “garbage in, garbage out.” Legacy systems often hide years of accumulated debris such as duplicate vendor records, inactive client accounts and uncategorised historical data. Treat migration as a decluttering exercise and cleanse your data before you extract it. If you move bad data into a new system, you undermine its value from day one.
A common trap is trying to force a new, advanced system to behave exactly like the old one. This defeats the purpose of upgrading and minimises the effectiveness of your new system before you’ve even got started. Focus on outcomes, not processes. Instead of asking how to replicate a specific spreadsheet, ask how the new system can automate that result. Use the migration to redesign your workflows, not just digitise them.
Switching everything off on Friday and hoping it works on Monday is a high-stakes gamble. Consider a phased approach or run your systems in parallel. Running your old and new systems side-by-side for a month allows you to catch discrepancies in real time. It requires more effort initially but provides a safety net which can be invaluable in the early days of migration.
Modern finance isn’t about a standalone ledger; in some ways, you’re building a whole ecosystem. Your accounting software needs to talk to your CRM, your payroll engine and your bank. Map out your integrations early. A shiny new finance system is useless if it creates data silos. Ensure your APIs and connectors are tested so data flows automatically and reduces manual double-entry.
Sending a PDF manual to your team is not training. User adoption is one of the biggest factors in the success or failure of a new system. Take the time to properly train your people and consider finding “super users” within your team who can champion the system and troubleshoot for their colleagues.
It is tempting to trust the software vendor when they say the data has been mapped correctly, but rigorous User Acceptance Testing (UAT) is non-negotiable. Test specific scenarios such as complex VAT codes, multi-currency transactions and specific consolidation rules. Break the system in the test environment so it does not break once it goes live.
Migration is a distinct skill set. Your finance team is already busy with their day jobs, so adding a complex implementation project on top is a recipe for burnout and errors. Bring in expertise. Whether it is a dedicated project manager or a specialist Systems Accountant, having someone who speaks both “finance” and “tech” bridges the gap between the software’s capability and your business’s reality.
Upgrading your financial software is one of the most strategic moves you can make. At 4PointZero, we specialise in helping businesses make this transition seamless.
If you are planning a system migration and want to ensure you get it right the first time, get in touch with us to see how we can support your journey.