How to Switch Accounting Software | Neksus

When an agency considers new software, one of the first questions is what will happen to client data and whether work will stop during the transition. For an agency that handles 40 companies, it is important that bookkeeping for every client stays on schedule throughout.

Neksus supports moving all clients at once as well as moving them in groups. The agency chooses the pace that matches its readiness and work organization.

If you are still choosing software, the questions that can guide that decision are in the article How to Choose Accounting Software for an Accounting Agency.

The most common concerns: data, disruption and staff

The first concern is data. Every company has its own business partners, and many also have items and employees. Nobody wants to retype all of that for dozens of clients. When you switch to Neksus, our team imports this data, as well as opening balances when needed.

The second concern is disruption. Neksus supports the plan that suits the agency: all companies can start working in the system at once, or, if the agency chooses to move them in groups, the remaining companies stay in the existing software until their scheduled move. In both cases, the goal is to keep regular client work running without interruption.

The third concern is staff. An accountant who has spent years working in the same program knows where everything is and wants to become comfortable with the new one quickly. The implementation therefore includes practical training, and our team remains available for support afterwards.

How to prepare your agency

The transition is easier when one person in the agency is responsible for coordinating it. This person gathers information from colleagues, communicates with our team, tracks which companies have been moved and answers staff questions. In a smaller agency, this is often the owner; in a larger one, it is an experienced accountant who understands how the whole team works.

Before the first meeting, it helps to make a client list with a few notes for each company:

• Whether it has employees and payroll
• Whether it handles inventory and stock
• Approximately how many documents it provides each month
• Who in the agency handles that company

This list makes it easier to choose the first companies to move and to plan the transition for each accountant.

Clients should be notified in advance, especially those from whom the agency will need additional data. If the agency does not have an item list or employee data for a company, it is best to request it early and agree on a delivery date with the client.

How the implementation works

Neksus implementation has four steps: analysis and presentation, transfer and import of opening balances and master data, configuration and staff training, and the start of work in the system.

During the analysis and presentation, we look at how the agency works and which data needs to be transferred. This is the right time for the agency to show its client list and point out companies with unusual business requirements.

Data transfer, configuration and training come next. The final step is to start working in the system, with all companies at once or with selected groups, according to the agency's plan.

Which data needs to be prepared

Our team first prepares the basic data needed to work in the system.

The agency then provides the list of companies it handles and, for those companies, their business partners, items and employees. Our team imports this data, so the agency does not have to enter it manually.

Opening balances can also be imported when needed, directly from the trial balance, along with opening inventory balances. For a company that handles inventory, this means stock does not have to be entered item by item.

It helps to keep a record of what has already been sent for each company. This lets the person coordinating the transition see at a glance what is still missing.

All companies at once or in groups

The agency chooses how to make the transition. If the team and data are ready, all companies can move at once. If moving in groups works better, the agency decides the order and pace.

When moving in groups, choose companies the accountants know well for the first group, because they make it easiest to see how the software works. It is also useful to include at least one company with payroll and one with inventory. This allows the team to cover, with only a few companies, the workflows they will later encounter with other clients.

After the first group, the agency can add more companies at its own pace, for example all companies handled by one accountant or a group of similar clients.

Some agencies move the companies with the most documents first so they can start using automatic document processing as soon as possible. This makes sense when manual retyping takes up most of the time for those companies.

Configuration, training and support

The system is configured to match the agency's way of working, and staff receive practical training. Our team remains available for support afterwards.

Shared settings such as the chart of accounts, posting templates and payroll parameters are configured once and applied to all or selected clients. This means the agency does not have to start from scratch with every new client.

Everyone who will use the software should attend the training, including those who work only on payroll or only on inventory accounting. It is best to schedule training when staff are not under the greatest workload, because little is learned between two urgent tasks.

The first weeks of work

During the first few weeks, accountants become familiar with the software through their everyday work, with support from our team. Questions that arise are best collected by the person coordinating the transition and resolved with our support. This way, five people do not ask the same question, while everyone receives the answer.

A good time to introduce a new way of working with clients

The transition is also an opportunity to agree with clients that they will enter invoices and inventory documents themselves, while the agency reviews and posts them.

We describe how to introduce this way of working step by step in the article From Paper to Cloud: How Neksus ERP Changes the Way Companies and Accountants Work Together.

When the software is changing anyway, clients find it easier to accept a change in how they deliver documents as well. The agreement should be clear: which documents the client enters, what they still bring to the agency and who contacts them when something needs to be corrected. It is easiest to start with clients who send documents regularly and are already used to working in software.

In short

Neksus supports moving all companies at once as well as moving them in groups. The agency chooses the pace based on its readiness and work organization. Our team prepares the basic data and imports the companies, business partners, items and employees provided by the agency, as well as opening balances when needed. Training, support and the start of work follow. Within the agency, the biggest help is one person coordinating the transition and a well-organized client list.

If you are planning to change software, get in touch. During the presentation, we will look at how you work and which data needs to be transferred.