Perspectives

March 2004

Buying Software: Look for What’s Right, Not for What’s ‘Best’

By Michael Giardina

Sometimes, especially for CPA firms with 20 or fewer people, the “best” software isn’t the right software. It may be too much of a good thing, including features that will never be used or are difficult to learn. Such software is generally process-driven, meaning it’s good for a specific process, such as billing, but doesn’t meet the needs of small firms, where people are moving from one task to another.

Typically, large CPA firms install a core software that handles a number of processes and then tailor that software to the firm’s needs with add-ons. When users move from one process to another, they must close the screen they’re working on and open a new one. This continual opening and closing can frustrate people moving from task to task.

In a multifunctional environment, a user who accesses a particular client’s account should be able to do a number of tasks without having to switch applications. Similarly, a firm should be able to store all of its client data in a single database.

This kind of all-in-one software is what small CPA firms should look for, and they should shop for it by trying out different programs until the perfect fit is found.

Here are questions to ask:

• Is the program client-driven? The program should organize information by client rather than by process. A user should be able to access a specific client and view all basic contact information on a single screen.
• Does the program include all the processes needed in one database? Users should be able to work within a single program all day.
• Is the program easily navigable? The best programs let users move from one process to another, such as from scheduling to billing, by clicking a tab.
• Does it track activities? The program should organize activities in a way that keys users to complete them on schedule. A simple way to do this is to list activities for each client on that client’s contact page.
• Is it easy to learn? The best programs are intuitive. Users should be able to start using the program without any training and, within an hour or two, master the bells and whistles.
• Will the seller come out, set it up, and train users at their site? The goal is to get everything done in one day. That means having a program simple enough to learn quickly, without training courses.
• Does it work the way users work? Users who are continually moving from task to task need a program that lets them move fluidly and without stress.
• Can it be set up quickly? A program specifically designed for a small CPA firm should take no longer than four to eight hours to be fully operational.
• What are the real costs? Setting up and integrating multiple programs can take months and cost four times as much as the actual software. Once the system is up and running, the firm faces higher costs for administering and renewing multiple programs and training and retraining staff. Know the real long-term costs before buying the software.

Visit the new cpajournal.com.