Implementing new accounting software can be a turning point for any business. Whether you are switching from spreadsheets or upgrading from an outdated system, proper onboarding determines how quickly your team adapts and how effectively the software performs.
However, businesses often face a critical decision at this stage—should they handle the onboarding themselves (DIY) or invest in professional onboarding services? Both options have their merits, but understanding their differences can help you make the best choice for your organization’s needs and resources.
What Is Accounting Software Onboarding?
Onboarding is the process of setting up, configuring, and integrating your accounting software with your existing business systems. It includes importing financial data, setting up user permissions, configuring tax and reporting settings, linking bank accounts, and ensuring the software aligns with your company’s workflows.
Effective onboarding ensures that your accounting software delivers accurate results, maintains data integrity, and supports day-to-day financial operations seamlessly. When done incorrectly, it can lead to data errors, delayed reporting, and frustrated employees.
DIY Onboarding: Flexibility with Responsibility
DIY (Do-It-Yourself) onboarding gives businesses full control over the setup process. This approach is often chosen by small businesses or startups that have limited budgets or simple accounting needs.
Advantages of DIY Onboarding
1. Cost-Effective:
You avoid the fees charged by consultants or onboarding specialists. For small businesses, this can mean significant savings.
2. Hands-On Learning:
Managing setup yourself allows you and your team to understand the software inside out, which can be beneficial for troubleshooting later.
3. Flexible Pace:
You can onboard at your own speed without external deadlines or dependencies.
Challenges of DIY Onboarding
However, DIY onboarding comes with risks—especially for businesses with complex accounting needs or multiple integrations.
1. Technical Complexity:
Importing historical data, configuring multi-currency options, or integrating with CRM or ERP systems requires technical knowledge.
2. Risk of Errors:
Mistakes in setup can lead to inaccurate reporting, misclassified transactions, and compliance issues.
3. Time-Consuming:
Without expert guidance, onboarding can take longer, delaying your ability to fully utilize the software’s features.
DIY onboarding works best when your accounting structure is simple, your team is tech-savvy, and your software provider offers comprehensive support resources such as tutorials, videos, and FAQs.
Professional Onboarding: Expertise and Efficiency
Professional onboarding involves hiring experts—either from the software provider or certified consultants—to handle setup, migration, and training. This approach is ideal for mid-sized to large businesses or those with more complex financial processes.
Advantages of Professional Onboarding
1. Expert Guidance:
Specialists understand the nuances of accounting software configuration. They ensure that your system complies with financial regulations, tax codes, and reporting requirements.
2. Seamless Data Migration:
Professionals know how to clean, import, and validate historical data, minimizing the risk of errors or missing information.
3. Customized Setup:
Experts tailor the software to fit your specific business workflows—such as approval hierarchies, departmental budgets, or multi-entity reporting.
Challenges of Professional Onboarding
The main downside of professional onboarding is cost. Service fees can be substantial, especially for enterprise-level solutions. Additionally, relying heavily on external support may mean your team learns less about the system’s backend setup.
Conclusion
Your onboarding experience sets the tone for how successfully your accounting software will serve your business in the long term. Whether you choose to go solo or work with experts, investing time and attention during onboarding ensures your accounting software becomes a powerful tool for financial clarity and business growth.
