Getting clients to use accounting software

Published Thursday 9 July 2026

Table of contents

• Why getting clients on your preferred accounting software matters
• How to develop a client migration strategy
• Choosing the right time to approach clients
• Starting the conversation with clients
• Demonstrating the software in action
• Communicating the benefits to clients
• Addressing cloud accounting concerns
• Handling common client questions and objections
• Grow your practice with Xero
• FAQs on getting clients to use accounting software

Key takeaways

• Getting clients to use accounting software starts with a clear migration strategy that groups clients by readiness and tailors your approach to each segment.
• Timing matters when getting clients to use accounting software. Fiscal year-end and tax season are natural moments when clients are more open to change.
• Demonstrating the software in action is more persuasive than describing its features. Live demos help clients see the practical benefits for their own business.
• Persistence and patience pay off. Some clients will need multiple conversations, so sharing success stories and following up consistently keeps momentum going.

Why getting clients on your preferred accounting software matters

Your preferred accounting software is your preferred choice for a reason. It helps you deliver excellent work for clients, and it makes your practice run more smoothly. When clients are on the same platform, you benefit from efficiencies that add up quickly.

The right software can help your practice by:

• Automating labour-intensive tasks like bank reconciliation and invoice reminders.
• Reducing manual data entry and the time spent fixing errors.
• Making it easier to collaborate with clients in real time.
• Streamlining reporting so you can focus on advisory work.

Those efficiencies translate directly into practice growth. You can maximise billable hours, shorten your workday, take on more clients, and offer higher-value advisory services. When clients use a different package, or no software at all, you lose these advantages. That's why getting clients to use accounting software is worth the effort.

How to develop a client migration strategy

Managing change isn't easy, so you'll want a structured plan before approaching clients. Start by confirming that your preferred software genuinely delivers a return on investment for both your practice and your clients. Once you're confident, build a strategy around these questions:

• Which clients will you approach first? If you have many to migrate, consider doing it in groups based on readiness.
• When and how will you start the conversation? It may take several touchpoints to convince a client, so plan how you'll warm them up over time.
• How will you pitch the benefits? Clients need to see a clear upside, or they won't commit.
• How will you reassure clients that the transition won't be disruptive? Change causes anxiety, and you'll need to address that head-on.

Some clients may be perfectly happy with their existing system, even if it's paper-based. They probably don't know what they're missing. Put yourself in their shoes. Think about what their workday looks like and list all the ways that accounting software will improve their specific situation.

Choosing the right time to approach clients

You'll have some clients who are open to switching right now, and others who will take more convincing. Consider grouping them into categories and migrating them in stages. For tips on a phased approach, see this guide to helping clients move to the cloud.

Clients tend to be more receptive to switching accounting systems at the end of the fiscal year. It's a natural opportunity for a fresh start. You can begin seeding the idea whenever you like, but schedule your outreach so it peaks as the year clicks over. Use tax season as an opportunity to explain how software will make compliance easier and help clients avoid an end-of-year crunch.

Starting the conversation with clients

Getting clients to use accounting software is a process, not a single conversation. You'll need to raise the topic several times, through multiple channels.

• Introduce the topic in your accounting newsletter if you send one.
• Follow up with personalised emails that address each client's situation.
• Bring it up during calls and meetings when relevant.
• Raise it during your client onboarding process for new engagements.

Conversation will only take you so far. Nothing beats a demonstration, so plan to meet with clients and walk them through the software in detail. It's often more efficient to start with a group event where you can speak to multiple clients at once.

Demonstrating the software in action

In-person events can be a highly effective way to share new information with clients. They don't have to be elaborate. A simple one-hour session for a small group of clients before or after the workday works well.

• Host at your office, a nearby cafe, a restaurant, or a co-working space.
• Cover only the major benefits; you can get into the detail later.
• Give live demos showing what it's like to use the software day to day.
• Point out that you use the software for your own record keeping.
• Share success stories from other clients who've already made the switch.
• Consider inviting a client who already uses the software to speak about their experience.

After the event, follow up quickly with attendees to move the process forward. Some may be ready to commit straight away, while others may want a one-on-one meeting. Whatever the next step is, take it as soon as you can to harness the momentum.

Communicating the benefits to clients

You need to be clear about what the software will do for each client. Don't overcomplicate the message. Smart accounting software has dozens of features, but many are nice-to-haves. Focus on the must-haves that will make the biggest difference.

Explain how business transactions will flow directly into their ledger without manual data entry. Show them how they'll be able to check their cash flow position whenever they want. It's often the most fundamental features of accounting software that change a client's day-to-day experience. Make it relatable by recounting past situations when using accounting software would have made their work easier.

For clients who've relied on spreadsheets up until now, accounting software will be a new cost. It may only be a modest monthly fee for online accounting software, but any good business client will want to understand the return on investment. Walk through the cost-benefit equation and point out the scenarios where the software will earn its keep, from time saved on data entry to fewer errors at tax time.

Addressing cloud accounting concerns

Cloud accounting is now mainstream, but some clients may still have questions about how it works in practice. Be patient and take their concerns seriously. If clients raise questions about data security, explain that cloud platforms use the same encryption and security standards that protect online banking.

It's worth spelling out the practical advantages of cloud accounting:

• Up-to-date information on the business's financial position, accessible from anywhere.
• Digital records instead of boxes of paper receipts.
• No more emailing spreadsheets back and forth.
• No need for software installation or manual updates.

For your more progressive clients, you can take the conversation further. Talk about how cloud accounting software integrates with other business tools such as:

• Forecasting software to help predict future business performance.
• Point-of-sale and invoicing systems, so sales numbers flow straight into their accounts.
• Inventory management tools to account for money tied up in stock.
• Time-recording software to pay employees and bill clients accurately.

These are just the starting point. There are business apps for all sorts of functions. Xero, for example, integrates with more than 1,000 apps to extend what your clients can do with their accounting platform.

Handling common client questions and objections

Your clients are likely to have concerns about switching, so be prepared to address common questions directly:

• What will they need to do during the transition?
• Will the switchover be smooth?
• Will they need to learn the software themselves?
• Will you or your team be available to answer questions?

These are all valid concerns. Make sure you have a comprehensive onboarding plan so you can reassure clients that the process will be well managed. Switching will involve some work and inconvenience, so don't try to sidestep that. Instead, use these questions as an opportunity to emphasise the payback: a smoother, more streamlined business.

Some clients simply won't be ready to start using accounting software right away. That's fine. It could take multiple conversations over several months. Keep sharing success stories from clients who've already made the switch, and try again at the next natural opportunity. Persistence and patience, combined with a genuine focus on what's best for the client, will get you there.

Grow your practice with Xero

Getting clients to use accounting software is one of the most effective ways to build a more efficient, profitable practice. Xero's partner program gives you the tools, training, and support to help your clients make the switch with confidence.

Join the partner program

FAQs on getting clients to use accounting software

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

How do you convince a reluctant client to switch to accounting software?

Focus on the specific benefits that matter most to their business, such as time saved on data entry or easier tax compliance. Live demos are more persuasive than descriptions, so show the software in action using examples relevant to their industry. If they're still hesitant, share success stories from similar clients who've already made the switch.

When is the best time to approach clients about switching accounting software?

The end of the fiscal year is often the best time, as it provides a clean starting point for new systems. Tax season is another natural moment, when the pain of manual processes is fresh. You can start the conversation earlier and build momentum towards these key dates.

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

The timeline depends on the complexity of the client's records and their level of engagement. A straightforward migration for a small business may take a few weeks, while larger or more complex clients could need a couple of months. Having a clear onboarding plan and being available for questions throughout the process helps keep things on track.

What are the biggest objections clients have about adopting accounting software?

Common objections include concerns about cost, data security, the learning curve, and disruption to their existing workflows. Address each one directly with facts: cloud accounting platforms use bank-level security, the software is designed to be intuitive, and the time and money saved will outweigh the initial adjustment period.

How do you handle clients who are happy with spreadsheets?

Acknowledge that their current system works for them, then help them see what they're missing. Walk through the cost-benefit equation, highlighting time savings, fewer errors, and real-time financial visibility. Sometimes it takes seeing the software in action for a client to realise how much easier their workday could be.