4 Easy Steps to a Smooth Transition to Cloud-based Accounting Software

Posted by D&V Accounting Services
Aug 26, 2015
Facebook LInkedin Twitter

pexels-andre-vandal-949262 (1) It's time to make the switch.

There are so many advantages to using cloud-based accounting software, from better security and less downtime to lower costs and more flexibility. But if you've never worked with it before, it can seem like a daunting and complicated process—one that takes time away from your business. 

That's why we've created this guide: to help you transition to cloud accounting as smoothly as possible. And once you’re ready to make that much-needed shift, consider following these 4 easy steps to a smooth transition to cloud-based accounting software. 

  1. Save important documents.

To move your company's financial records to the cloud, you'll need to complete several tasks. These include: 

  • Ensure that your data are backed up. Always back up your data, especially during your transition to cloud accounting. Gather all pertinent financial records you have kept over time so you can efficiently transfer them to the cloud once you're ready.  
  • Organize your documents so they're ready for cloud storage. If you have documentation that's related to an account or client, be sure these documents are organized and easy for you to find when needed in a new system. 

  • Choose the right program. Choosing the right program with built-in backup systems will allow you to store files in multiple locations and ensure that they are backed up regularly. This ensures that if something happens to one of your devices or hard drives, it won't affect all your data 

READ MORE: Cloud Accounting 101: How Does Cloud Accounting Work? 


  1. Train your staff.

Training your staff in the new system is one of the most important steps toward a smooth transition to cloud-based accounting software. Make sure that you’re training them not only about the methods of using the software, but also in how to use it well. 

Note that you cannot fully experience the convenience of moving your accounting operations to the cloud if you’re not passing on the necessary information to your staff. The recommended practice is to train your staff in the use of specific features and functionalities a week before you make the final move to the cloud. 

  1. Pick the ideal software.

The prevalence of cloud accounting programs in Canada and in other parts of the world paved the way for its popularity. To date, there is an influx of cloud accounting programs that business owners like you can choose from. Check the features and functionalities of the software you are eyeing and assess which of these tools suit your business best. Avoid making rash decisions as shifting from one cloud accounting program to another can be very costly. 

It’s also important to first consider your needs and the type of business you are running. Some of the elements to consider when choosing an ideal cloud-based accounting software include: 

  • Ease of use: How easy is it to use? 
  • Features: What features does it offer? 
  • Cost: Is the price reasonable for your business? 
  • Customer service: Can you get help from customer service with any problems or questions that arise? 

READ: Finance Transformation Roadmap: Trends to Look for in 2022


  1. Seek advice from professionals

Since the first few months of cloud usage could be a little tricky, try to seek the help of an expert.  If you have concerns that need professional intervention, you should consider discussing these with qualified cloud accountants. These professionals will assist you in fully understanding and adhering to the changes in your business accounting processes due to the shift to the cloud. 

Cloud accounting programs like Xero, FreshBooks and QuickBooks play an integral role in revolutionizing your business accounting processes. Make the most of what cloud accounting software has to offer by preparing a smooth and organized transition process. 


Need an extra hand in moving your business accounting operations to the cloud?  Download our Premium CFO Solutions and find out how our wide-ranging solutions can help you with your every need. Contact us today and schedule a free consultation with our CFO support experts. 

This post was first published 26 August 2015 and edited 20 December 2022.     Edited by: Angelica Garcia   

New call-to-action


Our Outsourcing: How to Make it Work guide explores how you can utilize accounting and finance outsourcing to drive growth to your business and add value to your processes.