Situation: A company has used the same accounting system for over 10 years. The current system produces information quickly and easily, and empowers management and sales to make good decisions. However, it doesn’t respond to customer information requests as well as newer packages. What are best practices for updating your accounting system without losing data?

Advice from the CEOs:

• One option is to keep your legacy system, but migrate to a user-friendly platform designed to work with a CRM system that can better meet customers’ needs.
  • Keep both systems up live until you no longer need the old system, except as an archive of your historic data.
  • Be sure to cross-train other employees so that your current system doesn’t become worthless if your key administrator gets hit by a truck.
• Before you decide which direction to pursue, ask what your employees like the current system.
  • What do they find most useful?
  • What accounting features do you need to support your growth plans?
  • What key functions of the current system would you have to emulate?
  • How expensive is it to maintain your current system?
• Is your business so unique that no off the shelf alternatives exist?
  • Could you adopt an 80-90% solution and customize the rest?
  • It may be difficult to do this on your own. Look for a consultant with a background in accounting applications to analyze your needs.
• If you feel that you must make a change, but are not ready to do so, develop your solution gradually.

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