How to get your clients to use accounting software

Published Wednesday 17 June 2026

Table of contents

• Why getting clients onto your preferred software matters
• How to build your client migration strategy
• How to start the conversation with clients
• How to demonstrate the value of accounting software
• How to manage the transition to cloud accounting
• How to handle client objections and resistance
• Grow your practice with the Xero partner program
• FAQs on getting clients to use accounting software

Key takeaways

• Getting clients onto your preferred accounting software saves you time, reduces errors, and creates the capacity to offer higher-value advisory services.
• A structured migration strategy, timed around the financial year end on 31 March, gives you the best chance of a smooth transition.
• Live demonstrations and real client success stories are more persuasive than brochures or emails alone; 92% of accountants and bookkeepers using Xero agree it makes client collaboration easier.
• Patience and persistence matter; some clients need multiple conversations before they're ready to switch, so keep sharing wins and revisit the topic regularly.

Why getting clients onto your preferred software matters

Your preferred accounting software is your preferred choice for a reason. It helps you deliver excellent work, and it makes your practice more efficient. When every client is on the same platform, you can standardise workflows, reduce manual data entry, and spend less time switching between systems.

Cloud accounting software like Xero automates tasks that used to eat into your day: bank reconciliation, invoice reminders, and receipt capture through Xero Hubdoc. That automation frees up hours you can redirect towards advisory work, client relationships, or simply finishing on time.

The benefits flow both ways. Your clients get real-time visibility of their financial position, fewer compliance surprises, and a more responsive service from you. When everyone is working from the same data, collaboration becomes faster and more accurate.

On the other hand, when clients use a different package, or no software at all, those efficiencies disappear. You end up re-keying data, chasing paper receipts, and spending time on admin that adds no value to either party.

How to build your client migration strategy

Moving clients to new software is a change management exercise. A clear strategy keeps the process manageable and helps you track progress across your client book.

Segment your client base

Not every client is ready to switch at the same time. Group them into categories based on their current setup and willingness to change.

• Quick wins: clients already using cloud tools who just need to switch platforms.
• Paper-based clients: those still relying on spreadsheets or manual records who'll need more support.
• Reluctant clients: those who've resisted previous conversations and will need patience and proof.

Time your campaign around the financial year

In New Zealand, the financial year runs from 1 April to 31 March. The weeks leading up to year end are a natural moment to introduce the idea of a fresh start on new software. Clients are already thinking about compliance, so the conversation fits naturally into your existing interactions.

Start seeding the idea early and build momentum so that the switch happens at or just after year end. Tax season is another opportunity to show how software simplifies GST returns and IRD compliance.

Set clear milestones

Define what success looks like for each group. Set dates for initial conversations, demonstrations, data migration, and go-live. A written plan keeps you accountable and helps your team stay coordinated if multiple staff are involved.

Track your progress against these milestones regularly. If a group is falling behind, identify the blockers and adjust your approach. Some clients may need an extra demo, while others may just need a follow-up call at the right time.

How to start the conversation with clients

Getting clients to use accounting software is a process, not a single pitch. You'll need to mention it several times, across different channels, before most clients are ready to commit.

Use multiple touchpoints

Spread the message across the channels your clients already engage with.

• Introduce the topic in your accounting newsletter if you send one.
• Follow up with personalised emails that address each client's specific situation.
• Raise it during routine calls, meetings, or tax review sessions.
• Share short video demos or screen recordings that clients can watch in their own time.

Lead with outcomes, not features

Clients care about results, not specifications. Frame the conversation around what changes for them: less time on paperwork, fewer errors at tax time, and a clearer picture of their cash flow. Avoid leading with a feature list; instead, connect each capability to something they've experienced in their own business.

For example, if a client has missed a GST deadline before, talk about automated reminders. If they've struggled to chase invoices, show them how online payments and automated follow-ups can reduce debtor days. When the benefit is personal and specific, it's far more compelling.

How to demonstrate the value of accounting software

Talk can only take you so far. A live demonstration is one of the most effective ways to show clients what's possible, because they can see the software working with real scenarios they recognise.

Run a live demo session

Invite a small group of clients to a short, focused session. It doesn't need to be a major event; a one-hour meeting at your office, a local cafe, or over a video call works well. Keep it practical and to the point.

• Cover only the features that matter most: automated bank feeds, invoice creation, and real-time reporting.
• Show how Xero Hubdoc captures bills and receipts automatically, replacing boxes of paper.
• Demonstrate how you use the software to run your own practice.
• Share success stories from clients who've already made the switch.
• Consider inviting a current client to speak about their experience.

Address the cost conversation early

For clients who've used spreadsheets until now, accounting software will be a new cost. Frame it as an investment, not an expense. Walk through the return: fewer bookkeeping hours, faster GST returns, reduced errors, and real-time visibility of their financial position.

A modest monthly subscription often pays for itself within weeks when you factor in the time saved on manual data entry and the compliance headaches avoided.

Highlight the integration advantage

Some clients will be ready for a conversation about how accounting software connects with the other tools they use. Xero integrates with over 1,000 certified apps through the Xero App Marketplace, covering point-of-sale systems, inventory management, payroll, and more.

For clients running multiple systems that don't talk to each other, this integration can be a turning point. When sales, invoicing, and accounting all flow into one place, they spend less time on admin and more time running their business.

How to manage the transition to cloud accounting

Once a client agrees to switch, the onboarding experience will shape their long-term confidence in the software. A well-managed transition builds trust; a messy one creates resistance to future changes.

Plan the data migration

Map out what needs to move: chart of accounts, opening balances, outstanding invoices, and contact lists. Set realistic timelines and communicate them clearly. Clients who know what to expect are less likely to feel anxious about the process.

For more guidance on structuring the move, see the guide to helping clients move to the cloud.

Address data security concerns with facts

Some clients worry about storing financial data online. Cloud accounting uses the same type of encryption technology that protects online banking. Data is backed up automatically, and there's no risk of losing everything to a hard drive failure or a misplaced USB stick.

Be patient with these concerns. For clients who aren't familiar with cloud technology, a clear, jargon-free explanation goes a long way.

Provide training and ongoing support

Don't assume clients will figure it out on their own. Offer a short training session covering the tasks they'll need to do: sending invoices, reconciling transactions, and uploading receipts through Xero Hubdoc.

Check in with newly migrated clients after the first week and again after the first month. Early problems are usually small, but if they go unresolved, they can erode confidence in the new system. The Xero partner program gives you access to resources that make onboarding smoother, including dedicated support and a Xero representative.

How to handle client objections and resistance

Not every client will say yes straight away, and that's fine. Understanding the most common objections helps you respond with confidence and empathy.

The "I'm happy with what I have" client

Some clients are content with their current system, even if it's paper-based. They may not realise what they're missing. Put yourself in their shoes and describe specific moments in their working week where software would save them time or reduce stress. Concrete examples are more persuasive than general promises.

The "I'm not good with technology" client

Technology anxiety is real, and dismissing it won't help. Reassure these clients that modern accounting software is designed to be intuitive. Offer to walk them through the basics personally, and remind them that you and your team are available to answer questions as they get comfortable.

The "it's too expensive" client

Reframe the cost as an investment. Calculate the hours they currently spend on manual bookkeeping, multiply by their hourly rate, and compare that to the subscription cost. In most cases, the software pays for itself quickly. You can also point out that better financial visibility helps them make more informed business decisions.

When the answer is still no

Some clients simply aren't ready yet. That's fine. Don't push too hard; instead, keep sharing success stories from other clients who've made the switch. Make a note to revisit the conversation in six months or at the next financial year end. Persistence, delivered with respect, often gets results over time.

Grow your practice with the Xero partner program

Getting clients onto the right software is one part of building a more efficient, advisory-focused practice. The Xero partner program is a free programme designed to support you at every stage, from onboarding your first client to scaling your firm.

As a Xero partner, you get a free Xero subscription for your own practice, access to Xero HQ for managing client portfolios, a listing on the Xero advisor directory to attract new clients, and dedicated support. As you grow your Xero client base, you unlock additional tools including Xero Tax, Xero Practice Manager, and Syft Analytics.

Whether you're migrating your first client or your fiftieth, the programme scales with your practice. It's designed to support accountants and bookkeepers who want to grow, not just maintain.

Join the partner program and put the right tools behind your client migration strategy.

FAQs on getting clients to use accounting software

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

What's the best way to convince a reluctant client to use accounting software?

Focus on their specific pain points rather than a generic feature list. Show them exactly how software would improve a task they do regularly, such as tracking expenses or preparing for tax time. A short, personalised demo is often more convincing than any amount of explanation.

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

It depends on the complexity of their records. A straightforward migration for a small business can take one to two weeks, while a client with years of historical data or multiple entities may need four to six weeks. Setting clear expectations upfront reduces stress for everyone involved.

Should I charge clients for the software transition?

That depends on your practice model. Some firms absorb the cost as a client retention investment, while others charge a one-off onboarding fee. Either way, be transparent about what's included so clients understand the value of your support during the transition.

How do I handle clients who are worried about data security in the cloud?

Start by acknowledging the concern rather than dismissing it. Then direct them to your software provider's security page so they can see the specific protections in place, such as two-factor authentication, data encryption, and regular backups. Offering to walk them through the security settings during onboarding often turns anxiety into confidence.

What if a client refuses to switch from their current system?

Don't force it. Respect their decision and keep the door open. Share success stories from other clients who've made the switch, and revisit the conversation at a natural moment, such as year end or when they encounter a problem that software would solve. Staying consistent and respectful in your approach usually gets results over time.