# Getting clients to use accounting software

Published Thursday 11 June 2026

Table of contents

• Why moving clients to cloud accounting matters now
• How to assess which clients to approach first
• 5 steps to get clients using accounting software
• How to handle common client objections
• Using MTD as a catalyst for software adoption
• Highlighting automation and AI features that win clients over
• Strengthen your practice with cloud-ready clients
• FAQs on getting clients to use accounting software

Key takeaways

• MTD for Income Tax is accelerating the timeline. From 6 April 2026, clients earning over £50,000 must use compatible software, with thresholds dropping to £30,000 from 6 April 2027 and £20,000 from 6 April 2028. Starting the conversation now gives you and your clients time to prepare.
• Client segmentation saves time. Grouping clients by tech readiness and business complexity helps you prioritise transitions and tailor your approach to each situation.
• Demonstrations outperform explanations. Showing clients automated bank feeds and real-time reconciliation builds confidence faster than describing the benefits in the abstract.
• Cloud adoption strengthens your practice. Moving clients onto accounting software reduces manual admin and frees capacity for advisory work, which strengthens client retention over time.

Why moving clients to cloud accounting matters now

Cloud accounting software has shifted from a nice-to-have to a professional necessity. With Making Tax Digital for Income Tax on the horizon and client expectations rising, practices that delay the transition risk falling behind.

Practice efficiency gains

When your clients use the same cloud accounting platform you do, your day-to-day work becomes significantly faster. Automated bank feeds remove the need for manual data entry, and real-time access to client records means fewer emails chasing missing information. Reconciliation that once took hours can happen in minutes.

These efficiencies add up across your client base. You free capacity to take on more clients and spend more time on advisory services, which reduces late nights during busy periods.

The compliance driver

Making Tax Digital for Income Tax (MTD ITSA) is the biggest regulatory shift in years. From 6 April 2026, self-employed individuals and landlords with qualifying income over £50,000 must use MTD-compatible software and submit quarterly updates to HMRC. The threshold drops to £30,000 from April 2027 and to £20,000 from April 2028.

This means a growing number of your clients will need to be on compatible software in the coming years. Starting the transition now avoids a last-minute scramble and positions you as a proactive adviser.

Better client collaboration

Cloud accounting transforms how you work with clients. Instead of waiting for a shoebox of receipts at year end, you get a continuous, up-to-date view of their finances. Clients can raise invoices and capture receipts on their own, while checking cash flow whenever they need to, while you maintain oversight and step in where your expertise is needed.

How to assess which clients to approach first

Not every client is equally ready for the move. A structured approach to segmentation helps you focus your time where it will have the greatest impact.

Consider grouping your clients by the following factors:

• Tech comfort level: Clients already using apps for banking or invoicing will adapt more quickly than those still relying on paper records.
• Business complexity: Clients with higher transaction volumes or multiple income streams stand to gain the most from automation.
• Regulatory urgency: Clients caught by the first MTD ITSA threshold (over £50,000 from April 2026) need to act sooner.
• Relationship strength: Clients who trust your recommendations are more likely to follow your lead on a software transition.
• Current pain points: Clients who regularly miss deadlines or struggle with cash flow visibility are natural candidates.

Start with the clients most likely to succeed. Early wins give you case studies and confidence to approach more resistant clients later.

5 steps to get clients using accounting software

Moving clients onto accounting software works best as a planned process, not a one-off conversation. The following steps give you a repeatable framework.

1. Build your business case

Before you approach any client, be clear on what the software will do for them specifically. Generic benefits rarely persuade. Instead, think about each client's situation and identify the two or three improvements that will matter most to them.

For a client drowning in manual invoicing, highlight automated invoice reminders and payment tracking. For a client worried about compliance, focus on MTD-compatible record keeping and quarterly submissions. The stronger the case, the shorter the conversation.

2. Start the conversation early

Getting clients to use accounting software rarely happens in a single meeting. Seed the idea across multiple touchpoints before making a formal recommendation.

Mention the benefits in your regular catch-ups. Reference it in your practice newsletter if you send one. Bring it up during your onboarding process with new clients. By the time you sit down for a focused conversation, the idea should already feel familiar.

3. Demonstrate the software in action

A live demonstration is worth more than any brochure or email. Show clients what their own workflow could look like: bank transactions flowing in automatically and receipts captured from a phone, with reports generated in seconds.

Keep demonstrations focused on the features that solve each client's specific problems. You can cover advanced functionality later. If you have willing clients who have already made the switch, ask them to share their experience. Peer recommendations carry significant weight.

4. Address concerns and objections

Resistance is normal. Your clients may worry about cost, data security, the learning curve, or disruption to their existing processes. Acknowledge these concerns directly rather than brushing them over.

Walk through the cost-benefit equation honestly. Explain that cloud accounting platforms use the same security standards as online banking. Reassure them that you and your team will be available to answer questions throughout the transition. Honesty builds trust; overselling does not.

5. Support the transition

The work does not stop once a client agrees to switch. A smooth onboarding experience determines whether they stick with the software or drift back to old habits.

Set up their account and migrate their historical data. Then walk them through the basics in a one-to-one session. Check in after the first week and again after the first month. Make it clear that support is ongoing, not a one-off handover. For tips on structuring this process, see the client onboarding guide.

How to handle common client objections

Even well-prepared conversations will hit objections. Anticipating the most common ones helps you respond with confidence rather than scrambling for answers.

Cost concerns

Clients who have never paid for accounting software may see it as an unnecessary expense. Frame the cost against the time they currently spend on manual bookkeeping and chasing overdue invoices. A modest monthly subscription often pays for itself within weeks.

Data security worries

Some clients are uneasy about storing financial data online. Explain that reputable cloud accounting platforms use encryption and security protocols equivalent to those used in online banking. Their data is backed up automatically, which is more than can be said for a local spreadsheet on a single laptop.

Learning curve fears

Change feels daunting, especially for clients who have used the same system for years. Reassure them that modern accounting software is designed to be intuitive. Offer to run a short training session and point out that you will handle the initial setup. Most clients find their confidence within the first few weeks.

Disruption to existing workflows

Clients may worry about downtime during the switch. Be upfront that there will be a brief adjustment period, but emphasise that you will manage the migration so their day-to-day operations are not interrupted. Scheduling the transition at the end of a financial year or a quiet trading period can ease this concern.

Using MTD as a catalyst for software adoption

Making Tax Digital is not just a compliance obligation; it is one of the strongest arguments you have for getting clients onto accounting software now.

MTD ITSA timeline and thresholds

The rollout of MTD for Income Tax follows a phased schedule based on qualifying income from self-employment and property:

• From 6 April 2026: qualifying income over £50,000 must use MTD-compatible software.
• From 6 April 2027: threshold drops to £30,000.
• From 6 April 2028: threshold drops to £20,000.

Affected individuals must make five submissions per year: four quarterly updates plus one final declaration. This requires compatible software that can maintain digital records and communicate with HMRC.

Positioning compliance as an opportunity

Rather than presenting MTD as a burden, frame it as a chance for clients to modernise their record keeping. Quarterly reporting gives them a more regular view of their finances, which supports better decision-making throughout the year.

For your practice, MTD creates a natural reason to open the software conversation with clients who might otherwise resist. You are not selling them something; you are helping them meet a legal requirement in the most efficient way possible.

Highlighting automation and AI features that win clients over

Modern cloud accounting software does far more than store numbers. The automation and AI capabilities available today can be powerful selling points when you are making the case to clients.

Bank feeds and reconciliation

Automated bank feeds pull transactions directly into the accounting system, removing the need for manual data entry. Reconciliation suggestions match transactions to invoices and bills, turning a time-consuming task into a quick daily check. For clients used to manual processes, this alone can be transformative.

Receipt capture

Tools like Hubdoc let clients photograph receipts and bills on their phone. The data is extracted automatically and matched to the right transaction. This replaces shoeboxes of paper receipts with organised, searchable digital records.

Real-time reporting and dashboards

Cloud software gives clients instant access to key financial reports, from cash flow summaries to aged receivables. They no longer need to wait for you to prepare a report. This visibility helps them make faster, better-informed decisions, and it shifts your role from record keeper to adviser.

App integrations

Xero, for example, integrates with over 1,000 apps across categories like point of sale, inventory management, payroll, and time tracking. These integrations mean clients can connect the tools they already use, creating a single source of truth for their finances. For more tech-savvy clients, the breadth of connected tools available can be the deciding factor.

Strengthen your practice with cloud-ready clients

Getting clients onto cloud accounting software is not just about their benefit; it strengthens your entire practice. Fewer manual processes and better data quality free you to focus on the advisory work that drives growth and retention.

Xero is trusted by over 4.6 million subscribers and built to support practices at every stage. Join the partner programme to access tools like Xero HQ and the advisor directory, along with practice management resources designed to help you grow.

FAQs on getting clients to use accounting software

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

How do I convince a client who is happy with spreadsheets?

Focus on what spreadsheets cannot do rather than criticising what they can. Highlight automated bank feeds and real-time cash flow visibility. You can also show them how MTD-compatible software submits quarterly reports directly to HMRC. Offering a short live demonstration often shifts the conversation more effectively than a list of features.

When is the best time to move a client onto accounting software?

The end of a financial year or a VAT quarter is a natural transition point. However, with MTD ITSA deadlines approaching, earlier is better for clients who will be affected. Starting the conversation well in advance gives you time to plan the migration without rushing.

How long does it typically take to onboard a client onto new software?

Most small business clients can be set up within a few days, depending on the complexity of their records. The initial migration of historical data takes the longest. Plan for a two-to-four-week settling-in period where you check in regularly and answer questions as they arise.

What if a client tries the software and wants to go back to their old system?

This is usually a sign that they need more support, not that the software is wrong for them. Check in to understand what is causing frustration. Often it is a specific workflow or feature they have not been shown. A short follow-up training session typically resolves the issue.

Do I need to move all my clients onto the same software?

Using a single platform across your client base delivers the biggest efficiency gains for your practice. It reduces training time and simplifies your workflows, making it easier to provide consistent support. However, some clients may have specific needs that require a different solution, so flexibility is important.