How to get clients to use accounting software

Published Thursday 11 June 2026

Table of contents

• Why getting clients onto your preferred accounting software matters
• How to build a client migration strategy
• When to approach clients about switching software
• How to start the conversation with clients
• Benefits to highlight for your clients
• How to address client concerns about switching
• How to onboard clients onto new accounting software
• How to handle resistant clients
• Grow your practice with Xero
• FAQs on getting clients to use accounting software

Key takeaways

• Getting clients onto your preferred accounting software reduces manual work, enables real-time collaboration, and frees up capacity for advisory services.
• A structured migration strategy that segments clients by readiness and aligns with natural transition points, such as end of financial year or regulatory deadlines, increases adoption rates.
• Leading with demonstrations and tangible benefits, rather than feature lists, builds client confidence and moves the conversation forward faster.
• Xero's onboarding support, including access to specialists during the first 90 days, helps you deliver a smooth transition for clients who are new to cloud accounting.

Why getting clients onto your preferred accounting software matters

When your clients use the same cloud accounting platform you do, your entire practice runs more efficiently. You spend less time chasing data, reconciling between systems, and fixing manual entry errors, and more time delivering the advisory work that grows your revenue.

Standardising on one platform gives you a single source of truth across your client base. Automated bank feeds pull transactions directly into the ledger, so reconciliations take minutes instead of hours. You can also check a client's financial position in real time without waiting for documents to arrive.

That efficiency creates capacity. Instead of being buried in compliance work every quarter, you can offer cash flow forecasting, budgeting, and strategic planning. These are the higher-margin services that clients increasingly expect, and they're only practical when the underlying data is accurate, current, and accessible.

For practices using Xero's cloud accounting software, the benefits compound. With over 4.6 million subscribers globally, Xero is designed around the workflows accountants and bookkeepers use every day. Real-time dashboards and automated invoice reminders mean you can deliver more value without adding more hours.

How to build a client migration strategy

Moving clients onto new accounting software requires a structured plan, not ad hoc conversations. Treat it like any change management project: segment, prioritise, and set a realistic timeline.

Start by reviewing your client base and grouping them into categories based on their current setup and readiness to switch.

• Quick wins: clients already using cloud software who could switch platforms with minimal friction.
• High impact: clients on spreadsheets or legacy desktop software where the efficiency gains would be significant for both of you.
• Long-term prospects: clients who are resistant to change or locked into contracts, but worth revisiting at renewal time.

For each group, map out your approach. Decide how many clients you can realistically onboard per month without overwhelming your team. Set milestones and track progress. If you're managing a large client base, consider running migrations in quarterly batches aligned with natural business cycles.

Your strategy should also include a clear internal briefing. Make sure everyone in your practice can articulate the benefits, answer common questions, and walk a client through a basic demonstration.

When to approach clients about switching software

Timing matters. Approaching clients at the right moment makes the conversation easier and increases the likelihood they'll say yes.

The strongest natural trigger points include the following.

• End of financial year: clients are already thinking about their finances. Position the switch as a fresh start for the new financial year, with cleaner data and less manual work at tax time.
• New client onboarding: when you take on a new client, setting them up on your preferred platform from day one avoids a harder conversation later.
• Regulatory changes: requirements like Single Touch Payroll (STP) Phase 2, now fully enforced by the Australian Taxation Office (ATO), make digital record-keeping essential. Use compliance as a practical reason to move clients onto capable software.
• Growth moments: when a client outgrows spreadsheets, hires their first employee, or opens a second location, they need systems that scale. This is a natural opening for the conversation.

Seed the idea early, even if the timing isn't perfect. A casual mention during a quarterly review plants the seed. Then, when one of these trigger points arrives, the client is already primed.

How to start the conversation with clients

Getting clients to adopt accounting software is a process, not a single pitch. You'll typically need several touchpoints across different formats before a client commits.

Start broad and then get specific. Your initial approach might include the following steps.

1. Mention the topic in your practice newsletter or a general client update email. Frame it around outcomes, not software features.
2. Follow up with personalised emails to the clients you've identified as high-priority. Reference their specific situation: "You mentioned last quarter that chasing receipts was taking too much time."
3. Bring it up during your next scheduled meeting or review. This gives you a chance to gauge their reaction face to face.
4. Offer a live demonstration. Nothing replaces seeing the software in action. A 15-minute screen share showing automated bank feeds, real-time dashboards, and digital receipt capture is more persuasive than any brochure.

You might also consider hosting a small group session for multiple clients. Keep it short and focused: a one-hour session covering the key benefits, a live demo, and a Q&A. If a current client is willing to share their experience, invite them along. Peer endorsement carries weight.

After any touchpoint, follow up promptly. Whether a client is ready to commit or needs another conversation, maintaining momentum is key.

Benefits to highlight for your clients

Your clients care about what the software does for their day-to-day operations, not feature lists. Focus on the benefits that make the biggest practical difference.

The must-have benefits to lead with include the following.

• Automated bank feeds: transactions flow directly into the ledger without manual data entry. Your clients spend less time on bookkeeping and more time running their business.
• Real-time financial position: instead of waiting for monthly reports, clients can check their cash flow, outstanding invoices, and expenses at any time from any device.
• Digital receipt capture: tools like Xero's Hubdoc pull bills and receipts into the accounting system automatically. No more shoeboxes of paper at tax time.
• Mobile access: clients can send invoices, approve expenses, and check their finances from their phone. This is especially valuable for trades, hospitality, and other mobile businesses.

For clients who are ready for a deeper conversation, you can highlight more advanced capabilities. Xero connects with a wide range of apps through the Xero App Marketplace, covering everything from point-of-sale systems to inventory management and payroll. That means the accounting software connects to the tools they already use, rather than sitting in isolation.

AI-powered features are also worth mentioning for forward-thinking clients. Xero's JAX AI superagent automates routine tasks, delivers actionable insights, and works across multiple channels. It's the kind of capability that turns accounting software from a record-keeping tool into a genuine business asset.

How to address client concerns about switching

Every client will have concerns about switching accounting software, and those concerns are valid. Addressing them directly, rather than glossing over them, builds trust and moves the conversation forward.

Here are the most common objections and how to respond.

• Cost: for clients currently using spreadsheets, any software subscription is a new expense. Walk through the cost-benefit equation: time saved on data entry, fewer errors to fix, faster invoicing, and better financial visibility. For most small businesses, the software pays for itself within the first few months.
• Data security: some clients worry about storing financial data in the cloud. Explain that cloud accounting platforms use the same enterprise-grade encryption and security infrastructure as online banking. Their data is backed up automatically and protected against hardware failure, theft, or disaster.
• Learning curve: acknowledge that any new system takes time to learn. But modern cloud accounting software is designed for business owners, not accountants. The interface is intuitive, and you'll be there to support them through the transition.
• Transition disruption: clients worry about lost data or downtime during the switch. Be honest that the migration involves some work, but outline exactly what the process looks like so there are no surprises. A clear onboarding plan removes most of this anxiety.

The key is to be upfront. Don't oversell or minimise the effort involved. Clients respect honesty, and it sets realistic expectations for a smoother transition.

How to onboard clients onto new accounting software

A smooth onboarding experience is the difference between a client who adopts the software fully and one who reverts to their old habits within weeks. Invest time in getting this right.

A practical onboarding process typically follows these steps.

1. Set up the account and connect bank feeds

Get the basics in place before involving the client. When they first log in, they should see their real data, not an empty shell.

2. Migrate historical data

Decide how much history to bring across. For most clients, the current financial year plus the prior year is sufficient. Importing opening balances, outstanding invoices, and key contacts gives them a working system from day one.

3. Walk the client through the essentials

Schedule a focused training session covering the tasks they'll do most often: sending invoices, reconciling bank transactions, and checking reports. Keep it practical and hands-on.

4. Provide follow-up support

Check in after the first week and again after the first month. Early questions are normal; answering them promptly prevents frustration from building.

Xero offers dedicated onboarding support during the first 90 days, including access to onboarding specialists who can help both you and your clients get set up. As a Xero partner, you also have access to Xero HQ for managing your entire client portfolio from one dashboard.

Set clear expectations with each client about the transition timeline and check in regularly during the first month to keep momentum going.

How to handle resistant clients

Some clients will need more time, and pushing too hard risks damaging the relationship. A patient, strategic approach works better in the long run.

If a client says no, consider the following approaches.

• Share success stories: mention how other clients in a similar industry or situation benefited from the switch. Real examples are more persuasive than hypothetical benefits.
• Try a staged approach: suggest starting with just one aspect, such as digital invoicing or receipt capture, rather than a full migration. Once they see the value in a small area, they're often more open to expanding.
• Revisit at natural trigger points: a change in their business, a new compliance requirement, or a seasonal milestone can all reopen the conversation.
• Keep the door open: let them know the offer stands whenever they're ready. Sometimes it takes two or three conversations over 12 months before a client is comfortable.

Track which clients you've approached and when, so you can follow up at appropriate intervals without repeating yourself. Your practice management system can help you schedule these touchpoints.

The goal isn't to convert every client immediately. It's to move your practice steadily toward a standardised platform that lets you deliver better work more efficiently.

Grow your practice with Xero

Getting your clients onto a single cloud accounting platform transforms how your practice operates. With real-time data and automated workflows, you can shift from reactive compliance work to proactive advisory services.

The Xero Partner Program gives you the tools and support to make this transition. You'll get a free Xero subscription for your own practice, access to Xero HQ for managing client portfolios, listing in the Xero advisor directory to attract new clients, and dedicated support when you need it. As you grow your Xero client base, you unlock advanced tools like Xero Tax, Xero Practice Manager, and Syft Analytics.

Join the partner program and start building a more efficient, advisory-led practice.

FAQs on getting clients to use accounting software

Here are answers to some frequently asked questions about getting clients to adopt accounting software.

How long does it take to switch a client to new accounting software?

The technical migration, including setting up the account, connecting bank feeds, and importing historical data, typically takes one to three days depending on complexity. Most clients are comfortable using the software independently within four to six weeks of regular use.

What data do you need to migrate when switching accounting software?

At minimum, you'll need opening balances, a chart of accounts, outstanding invoices and bills, and key contacts. For most clients, importing the current financial year plus the prior year provides enough history for reporting and comparison without overcomplicating the migration.

Should you switch all clients at once or in stages?

A staged approach works best for most practices. Group clients by readiness and complexity, then migrate in manageable batches. This lets you refine your process with each group and avoid overwhelming your team during busy periods.

How do you handle clients who refuse to switch accounting software?

Respect their decision and keep the relationship positive. Share success stories from other clients, suggest a small pilot like digital invoicing, and revisit the conversation when their circumstances change or a natural transition point arises.

What training resources are available for clients learning accounting software?

Xero Central offers step-by-step guides, video tutorials, and a community forum for self-paced learning. Your clients also benefit from the dedicated onboarding support mentioned earlier. As their accountant or bookkeeper, your ongoing guidance during the first month is the most valuable resource of all.