You do not need to have every technical answer before you speak to an accountant. A clear picture of your current setup makes it easier to agree a sensible migration plan.
1. Describe how work happens today
List the accounting software, spreadsheets and other tools you use. Note who creates invoices, captures bills, handles payroll and prepares reports. Identify where the same information is entered more than once.
2. Decide what needs to move
Discuss opening balances, customer and supplier records, outstanding invoices, historical transactions and supporting documents. The available export formats and the condition of the source records will influence the scope.
3. Agree how the records will be checked
Ask how balances and key records will be reconciled, who will review the result and what needs to be resolved before the new setup is used for everyday work. Keep access to your original records while the migration is reviewed.
4. Plan the people side
Decide who needs access, which tasks each person will do and what training is needed. Agree a handover point and how questions will be handled after go-live.
5. Prepare for the first conversation
- Current software and approximate monthly transaction volume
- What is working well and what is slowing you down
- Which history and records you want to retain
- The reporting you need and who uses it
- Any desired timing or important business dates
Start with an overview. Do not send passwords, bank credentials or sensitive documents in an initial enquiry.
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