Just before Y2K, automation in the workplace was mostly confined to manufacturing plants. In accounting, the closest thing we had to automation was basic Excel macros or Outlook rules. Fast forward 25 years, and the automation landscape in an accounting firm looks entirely different. Today, we have nearly unlimited automation opportunities, without needing to write a single line of code.
For accounting professionals, these changes have been a game-changer. Tedious tasks like client onboarding, recurring data entry, and status updates, once manual and time-consuming, can now be automated, freeing up time to focus on higher-value activities. These shifts are essential for firms dealing with limited staff resources and growing workloads. In this article, we’ll explore the benefits of automation in small accounting firms and look at simple, effective ways to start building your own automations, no coding required.
Benefits
Consistency - Well-built automation performs tasks the same way every time, delivering reliable, error-free results. For instance, when onboarding new clients, an automation can consistently set up client information across multiple systems (billing, CRM, document storage) following the exact same process each time. This consistency ensures that every new client is set up accurately and efficiently, reducing the risk of manual errors and freeing your team to focus on client service rather than repetitive data entry.
Efficiency - Manual tasks, even simple ones, consume valuable time. Think about something as routine as sending welcome emails or setting up new client records across multiple systems. If these tasks take a minute or two each and are performed multiple times a day, the time adds up fast. Automating these simple, repetitive steps can save your team hours each week, freeing up time for high-value work that directly benefits clients and drives growth.
Improved job satisfaction - Few people enjoy repetitive ‘busy work,’ and it rarely adds to job fulfillment. By automating these mundane tasks, team members, from administrative staff to CPAs, can dedicate more time to complex, rewarding work that engages their skills, fosters professional growth, and ultimately boosts job satisfaction. This shift not only improves morale but also helps retain talent in a competitive field.
Scalability - As your firm grows, so does the volume of routine operational tasks, from onboarding new clients to managing recurring reminders or organizing documents. Automations can scale effortlessly alongside your business, handling these tasks without needing additional staff. This capability means your firm can take on more clients or manage increased workloads without straining resources, giving you a clear path to sustainable growth.
Cost savings - Automation is an investment that can deliver substantial returns over time. While upfront costs may feel significant, efficiency and scalability gains directly support profitability. By reducing the time spent on repetitive tasks, automation allows your team to focus on revenue-generating work. As these productivity gains accumulate, the cost savings become evident, not just in operational expenses but also in improved client service and retention, both of which drive long-term growth.
Getting started with automation
You don’t need to be a software developer to start automating your firm’s processes, most cloud-based tools now come with APIs (Application Programming Interfaces) that low-code and no-code platforms use to make automation accessible. Simply put, an API is a set of commands that lets one application talk to another. Thanks to tools like Zapier, Make, and Microsoft Power Automate, you can harness these APIs without needing programming skills.
With these tools, you can start small and set up basic automations for tasks like email notifications, calendar updates, or client data entry. From there, you can build more complex workflows as your comfort grows.
For successful automation, well-defined processes are essential; a vague or inconsistent process can lead to a poorly designed automation. If your firm doesn’t have clear documentation, this is a great time to start mapping out these workflows. Once you identify a few reliable, routine tasks, you’ll find it much easier to implement and expand automation successfully.
Finding tasks to automate can be as simple as observing your team’s daily workflows. Here are some easy ways to identify promising automation candidates:
Spot repetitive tasks: Look for any task that requires copying data from one place to another, such as updating client records across systems or compiling weekly reports. These routine tasks are ideal for automation, as they follow a clear process and can be executed reliably by a tool.
Watch for repetitive emails: If you or your team sends similar emails often, such as client follow-ups or meeting reminders, this can be an automation opportunity. Many automation tools allow you to set up templates and schedule recurring emails, saving time and reducing the chance of missed communications.
Track multi-system actions: If completing a task in one system leads to actions in others (like updating a project status in your task management tool, which requires logging data in a CRM), these linked tasks can likely be automated to save time and ensure consistency.
Once you know what to look for, you will quickly find countless opportunities to apply automation in your firm. Here’s a list of popular processes you can create yourself, as shared by Isaac Perdomo, Co-Founder of Opzer, an automation consulting firm specializing in helping accountants automate their firms:
Client onboarding
Automate tasks like setting up new client records in your CRM, billing software, and document storage.
Automatically create a folder structure in your file system.
Send standardized welcome emails and notify your team when a new client is fully onboarded.
Generate engagement letters and share them with clients through secure channels.
Employee onboarding
Set up employee profiles across systems like payroll, project management, and email.
Automate document sharing, such as onboarding packets and training materials.
Send notifications to the team to welcome the new hire and prepare resources for their role.
Notifications and alerts
Route notifications (e.g., when a payment is received, a form submission is completed, or a new meeting is scheduled) into Slack or Teams channels.
Set alerts for when engagement letters are signed or when tasks are due, helping your team stay updated without checking multiple systems.
Routine client and team communications
Automate reminders for upcoming deadlines, like tax filing dates or project milestones.
Schedule regular check-ins with clients by setting up email reminders.
Standardize follow-up emails for client queries or support requests, ensuring prompt responses.
Recurring reports and document management
Schedule automations to generate and distribute weekly, monthly, or quarterly reports to clients or stakeholders.
Automatically categorize and file documents, such as invoices or contracts, into specific folders for quick access.
Set regular backups of critical documents to secure locations to ensure data integrity.
Now that you have some ideas, the best first step is to pick one and begin experimenting. Zapier is one of the most beginner-friendly tools for setting up automations, or “Zaps.” Zapier offers a free plan, allowing you to try it without incurring additional costs. Once you’ve set up your free account, it’s time to create your first Zap.
A Zap follows a basic “Trigger” and “Action” logic:
Trigger: An event (like a form submission) that starts the automation.
Action: The task Zapier performs in response (like adding client data to your CRM).
Example: Automating client onboarding
In a manual setup, onboarding a new client might involve:
Collecting client information via a form or email and sharing it with an admin team member (Trigger).
The admin team manually entering the data into various systems, like your CRM, billing software, and document storage (Actions).
The admin team sending a welcome email and notifying the team of the new client (Actions).
With Zapier, you can automate these steps:
Set up a web form: Create a client intake form using a tool like JotForm or Typeform. This form submission becomes your Trigger.
Identify the Trigger in Zapier: Connect your form tool in Zapier and select “New Form Submission” as the Trigger event.
Add Actions in Zapier:
Add the client to your CRM by mapping form fields (e.g., “Client Name”) to CRM fields to create a new record.
Input client details into your billing system.
Send a welcome email to the client with necessary details.
Test the Zap by submitting a form to ensure each Action runs smoothly. Once confirmed, you’ll have a hands-free process for onboarding new clients.
Once you’ve built an automation, it’s crucial to test and refine it to ensure it performs as expected. Follow these steps to make sure everything runs smoothly:
Run initial tests - After setting up your automation, test it with sample data to ensure each Trigger and Action functions correctly. For instance, if you’ve automated a client onboarding process, submit a test form and verify that each system receives the client’s information as expected.
Check for errors - Look out for common issues, such as mismatched data fields or failed actions, which can result from incorrect configurations or missing permissions. Tools like Zapier will often flag errors, making troubleshooting easier.
Solicit feedback - Once your automation is live, ask team members who rely on the workflow for feedback. They can identify areas where the automation may need adjustments to better fit daily tasks or catch any minor errors.
Monitor and adjust over time - Automation needs can evolve as your firm grows or as tools update their integrations. Set a schedule to review your automations periodically to ensure they remain effective and continue meeting your team’s needs.
Document any changes - As you make updates to an automation, document the changes and the reasons behind them. Clear documentation ensures that everyone on the team understands the workflow and can make adjustments as needed.
As you begin implementing automations in your firm, remember that small, incremental changes can lead to significant efficiency gains over time. Start with basic workflows, test thoroughly, and don’t be afraid to experiment. Automation platforms are constantly evolving, offering new tools and features that expand what’s possible without coding expertise.
Once you’ve built a few successful automations, explore adding more complex workflows or connecting additional tools to further enhance your firm’s efficiency. With each new automation, you’ll free up time to focus on high-impact activities that support your team and deliver greater value to your clients.