Cloud Technology in Bookkeeping by Dext

The advent of cloud technology has brought significant advancements to various industries, and bookkeeping is no exception. As businesses increasingly rely on digital solutions to improve efficiency and accuracy, cloud-based bookkeeping has emerged as a critical tool for financial management.

The shift from traditional, manual bookkeeping to automated, cloud-based systems marks a transformative period for the sector. It enables bookkeepers and their clients to streamline operations, enhance data security and even gain real-time insights into their financial health.

From increased accessibility and cost savings to improved collaboration and automation, cloud-based bookkeeping is reshaping the industry and having a big impact on clients. Whether you are a solo bookkeeper or part of a practice, understanding these benefits can help you stay competitive.

The rise of cloud technology in bookkeeping

Cloud technology involves storing and accessing data and applications over the internet instead of on a local computer or server. For bookkeeping, this means financial records, invoices, receipts, and other essential documents can be securely stored in the cloud, accessible from anywhere with an internet connection. 

This accessibility not only facilitates remote work but also enhances collaboration among team members, no matter their location. Bookkeepers can update financial records in real-time, allowing for immediate adjustments and the ability to address discrepancies promptly. This is particularly beneficial in dynamic environments where financial conditions can change rapidly, necessitating quick decision-making based on the latest data.

On top of that, cloud technology enables seamless integration with other financial tools and applications. This helps in creating a cohesive ecosystem where data flows without the need for manual re-entry. For instance: cloud-based bookkeeping software can directly connect with banking systems to fetch transaction data, integrate with payroll services for accurate salary disbursements, and link with billing systems to streamline invoice management. This interconnectedness not only reduces the likelihood of errors but also saves significant time, allowing bookkeepers to focus on more strategic financial analysis and planning.

This shift from traditional, manual bookkeeping methods to automated, cloud-based solutions has brought about significant changes in how financial data is managed and utilised.

The common arguments against cloud technology

Around the world, the introduction of new tax regulations (such as MTD in the UK or GSM in Australia) has been a catalyst for the accounting and bookkeeping industry. If, before, bookkeepers and their clients used to consider cloud technology a “nice to have”, since governments started requiring businesses and practices to use dedicated software and keep digital records, everything changed. 

One can say it’s easier for people to change when they have to, and that might be true. But it doesn’t take long for them to realise all the other benefits of cloud technology in bookkeeping regardless of the size of the firm. In fact, neglecting technology and automation is risky for any bookkeeping business.

Still, there are a huge number of bookkeeping practices that only use the minimum technology they’re forced to – and the list of excuses to resist embracing the cloud is long…

• Lack of understanding and fear of change 

Some firms may not fully understand the benefits of technology and cloud-based accounting software, so may be hesitant to invest in it. They might not have the right guidance or time to research and learn the difference tech can make to their business. Others may be resistant to change, even if it could improve their efficiency and effectiveness, due to fear of disrupting current processes – regardless of how ineffective they might be.

• Cost concerns

For many bookkeeping businesses, especially small ones, budget can be an issue. They may be hesitant to invest in new technology and software due to cost concerns, even if the long-term benefits outweigh the short-term costs. Some might also find it difficult to evaluate the return on investment technology brings and justify the hire of a cloud accounting specialist.

• Lack of technical expertise

Some practices may not have the technical expertise needed to effectively implement and use new technology and software, and may be hesitant to invest in something they don’t fully know how to execute.

• Security concerns

Firms may be hesitant to adopt new technology due to security concerns, even if the software is designed to protect data and comply with regulations. This lack of trust reflects the lack of understanding of how cloud technology works and the security measures in place.

• Fear of redundancies

A lot has been said about automation taking over bookkeepers’ jobs, and some firms might resist fully embracing technology to avoid redundancies. Whilst this is a valid conversation, the process isn’t as simple and certain misconceptions can prevent them from seeing the full picture. After all, bookkeeping automation does not replace bookkeepers.

• Tradition and overconfidence

Sometimes practices may be resistant to change due to their traditional business model and may be hesitant to adopt new technology that could disrupt their existing processes. It’s the classic “that’s how we’ve always done”. They fail to see how much more they can achieve with automation – they believe they can continue to compete without embracing technology, and may not see the need to invest in new technology and software.

“There are people saying that technology is going to put bookkeepers out of business. My response to that is: no, technology is not going to put you out of business. It’s bookkeepers like me, who are accepting and adopting technology, that will put you out of business.” 

As you can see, traditional bookkeeping practices may use a variety of arguments or excuses to resist embracing technology. In any case, the need for a cloud technology specialist couldn’t be any more clear. 

Firms that overcome these challenges and embrace technology are likely to be more efficient and competitive, and see benefits that go way beyond compliance. Those are also the ones that will thrive in the future.

The advantages of cloud technology in bookkeeping

By harnessing the power of the cloud, bookkeepers can offer superior service to their clients while managing their workflows more effectively. Let’s explore some of the key advantages that cloud technology brings to the field of bookkeeping.

1. Enhanced accessibility and collaboration

One of the primary benefits of cloud technology is the ability to access financial data from any location, at any time. This level of accessibility is particularly advantageous for bookkeepers who manage multiple clients or work remotely. Cloud-based platforms allow for real-time updates and collaboration between bookkeepers and their clients, ensuring that everyone has access to the most current financial information.

2. Improved data security

Data security is a paramount concern for any financial practice. Cloud service providers employ advanced security measures, including encryption, multi-factor authentication, and regular security audits, to protect sensitive financial information. These measures often surpass the capabilities of traditional, on-premises systems, offering bookkeepers and their clients peace of mind.

3. Automation of routine tasks

Cloud technology facilitates the automation of repetitive bookkeeping tasks, such as data entry, invoice processing, and bank reconciliation. By automating these processes, bookkeepers can reduce the risk of human error, save time, and focus on more strategic activities that add value to their clients’ businesses.

4. Cost efficiency

Adopting cloud-based solutions can lead to significant cost savings. Traditional bookkeeping systems often require substantial upfront investments in hardware and software, as well as ongoing maintenance costs. In contrast, cloud-based platforms typically operate on a simple subscription model, spreading costs over time and eliminating the need for costly infrastructure.

5. Scalability

Cloud technology offers unparalleled scalability, allowing bookkeeping practices to easily adjust their resources to meet changing demands. Whether a firm is expanding its client base or experiencing seasonal fluctuations in workload, cloud-based solutions can be scaled up or down with minimal disruption. In fact, technology and automation can help bookkeepers generate revenue.

“Clients need to see the results and how you can help them. So take your clients on that journey with you. As long as you take away the stress and the strain of manual bookkeeping, they’ll see the benefits and will be happy about it.” 

The integration of cloud technology into bookkeeping not only streamlines operations but also provides strategic advantages that can help practices grow and adapt in an ever-changing business environment. As the digital landscape evolves, the ability to rapidly adapt and respond to new challenges is invaluable. Cloud technology empowers bookkeepers to stay ahead in the competitive market, ensuring they can deliver the best possible service to their clients while managing their resources efficiently.

Implementing cloud technologies in bookkeeping

As bookkeeping firms venture into cloud-based solutions, the implementation process becomes a critical component of this transition. Each step plays a vital role in ensuring the successful integration of cloud-based systems into a firm’s daily practices, thereby enhancing their overall efficiency and productivity.

Whilst the complete process can be easy or complex and quick or long, depending on each business, there are three stages every bookkeeping practice should consider to harness the full potential of these digital tools while minimising disruption to their operations:

1. Choosing the right cloud platforms

Selecting the appropriate cloud accounting software is crucial for the successful implementation of cloud technology in bookkeeping. Professionals should consider factors such as the platform’s features, ease of use, integration capabilities, and customer support. Popular cloud-based bookkeeping platforms include Xero, QuickBooks Online and Sage, amongst others, each offering a range of functionalities tailored to different business needs. Once that’s in place, researching other automation tools that easily integrate with the main accounting system can be great additions to the perfect tech stack – for example, an expense data extraction software like Dext.

2. Training and support

For larger practices, investing in training for staff is essential to ensure a smooth transition to cloud-based systems. Bookkeeping firms should provide comprehensive training sessions that cover the functionalities of the chosen platform, as well as best practices for data security and automation. Any add-on bookkeeping automation tools that are introduced to the tech stack should also go through the same careful analysis. Additionally, ongoing support should be available to address any issues or questions that arise during the transition period.

3. Data migration

Migrating existing financial data to a cloud platform can be a complex process. It is important to plan and execute this migration carefully to avoid data loss or corruption. Bookkeepers should work closely with their accounting software of choice to develop a detailed migration plan, including data backup procedures and validation checks to ensure data integrity.

“If you want to really broaden your service and offer different services, my answer is cloud accounting and AI.” 

If you’re starting from scratch and need more help, we’re publishing a step-by-step guide to help you implement cloud automation in your bookkeeping business in the next few weeks. Stay tuned!

The future of bookkeeping with cloud technology

The integration of cloud technology into bookkeeping is not merely a trend: it represents a pivotal shift towards more dynamic, efficient, and secure financial management practices. As a result, the bookkeeper of the future embraces cloud technology and automation to remain competitive. The transformation from traditional to cloud-based bookkeeping enables professionals to offer greater levels of service and strategic insights, which are increasingly demanded by clients seeking more from their financial advisors.

Despite potential challenges, the advantages of cloud-based bookkeeping systems make them an indispensable tool for modern practices. This includes not only enhancing operational efficiencies but also providing a platform for scalable growth and the ability to respond swiftly to changes in the financial environment.

Ultimately, the successful adoption of cloud technology in bookkeeping can significantly enrich a firm’s service offering, allowing bookkeepers to transition from traditional record-keepers to advisors who offer valuable business insights. With the right tools and strategies, bookkeepers can leverage cloud technology to transform their practices, deliver exceptional value to their clients, and secure a competitive edge.

The future of bookkeeping, powered by cloud technology, promises not just improved efficiency but also a broader impact on business strategies and outcomes.

“People have time to look at the business, how it’s doing and where the money goes. Bookkeeping tools like Dext help us to scrutinise the spending and forecast better.”