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By Michael Giardina
Published in The CPA Journal
March 2004 - Sometimes, especially
for CPA firms with 20 or fewer people, the “best” software
isn’t the right software. It may be too much of a
good thing, including features that will never be used
or are difficult to learn. Such software is generally process-driven,
meaning it’s good for a specific process, such as
billing, but doesn’t meet the needs of small firms,
where people are moving from one task to another.
Typically, large CPA firms install a
core software that handles a number of processes and then
tailor that software to the firm’s needs with add-ons.
When users move from one process to another, they must
close the screen they’re working on and open a new
one. This continual opening and closing can frustrate people
moving from task to task.
In a multifunctional environment, a user
who accesses a particular client’s account should
be able to do a number of tasks without having to switch
applications. Similarly, a firm should be able to store
all of its client data in a single database.
This kind of all-in-one software is what
small CPA firms should look for, and they should shop for
it by trying out different programs until the perfect fit
is found.
Here are questions to ask:
• Is the program client-driven? The
program should organize information by client rather than
by process. A user should be able to access a specific
client and view all basic contact information on a single
screen.
• Does the program include all
the processes needed in one database? Users should
be able to work within a single program all day.
• Is the program easily navigable? The
best programs let users move from one process to another,
such as from scheduling to billing, by clicking a tab.
• Does it track activities? The
program should organize activities in a way that keys users
to complete them on schedule. A simple way to do this is
to list activities for each client on that client’s
contact page.
• Is it easy to learn? The
best programs are intuitive. Users should be able to start
using the program without any training and, within an hour
or two, master the bells and whistles.
• Will the seller come out,
set it up, and train users at their site? The goal
is to get everything done in one day. That means having
a program simple enough to learn quickly, without training
courses.
• Does it work the way users
work? Users who are continually moving from task
to task need a program that lets them move fluidly and
without stress.
• Can it be set up quickly? A
program specifically designed for a small CPA firm should
take no longer than four to eight hours to be fully operational.
• What are the real costs? Setting
up and integrating multiple programs can take months and
cost four times as much as the actual software. Once the
system is up and running, the firm faces higher costs for
administering and renewing multiple programs and training
and retraining staff. Know the real long-term costs before
buying the software.
• www.nysscpa.org |
