New accounting system implementation: what to consider

Implementing a new accounting system is a significant undertaking—but with the right preparation, leadership, and phased delivery, it can be the launchpad for broader finance transformation. A well-executed implementation not only delivers greater efficiency but sets your finance team up for long-term digital success.

At AccountsIQ, we’ve spent over a decade guiding hundreds of organisations through this process. We’ve seen first-hand what works—and what doesn’t. Here are our top insights for a successful accounting system implementation.

Take your time to plan your new accounting system implementation

It’s often said that great implementations are 80% planning, 20% execution—and that’s especially true with finance systems. Take the time to clarify your requirements, align internal stakeholders, and define your outcomes. Here’s how to get off to a strong start:

• Appoint a dedicated Project Lead. This should be someone with a deep understanding of your finance operations and enough authority to make key decisions and engage internal teams. It’s critical that they have the capacity to focus on the project throughout.
  
  
• Do your pre-sales diligence. Understand your system requirements in detail and ensure your chosen solution meets them—functionally, technically, and strategically.
  
  
• Get buy-in early. Identify key stakeholders across departments (not just Finance), and bring them into the process early. Clear communication is vital—particularly with teams like Procurement and Sales whose input may impact implementation.
  
  
• Engage with your onboarding consultant. Whether delivered by AccountsIQ or one of our expert partners, implementation planning will cover your Chart of Accounts, BI coding, user access, and any consolidation needs. This ensures a smooth transition from design to system build.
  
  

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6 things to prepare before you begin the new accounting system implementation process

A well-prepared foundation will save time, cost and disruption. Make sure you gather and verify the following before your project kicks off:

• Chart of Accounts structure
  
  
• Subsidiary/group structure
  
  
• Tax and regulatory requirements
  
  
• User access and role hierarchies
  
  
• Clean, high-quality data
  
  
• Historical data migration plan
  
  

Being proactive at this stage allows you to start using your new system effectively from day one.

Tips for a successful implementation

At AccountsIQ, we provide comprehensive post-implementation support, training, and advice to ensure your team is confident and your system delivers value. Here are some key considerations to guide your approach:

Start with your reporting requirements

Think strategically—start with the outputs you need, and work backwards to shape your Chart of Accounts and BI coding structure. AccountsIQ’s BI tools support up to six reporting dimensions, but we recommend starting with 2–3 key dimensions (e.g. department, location) and scaling up later. Over-engineering too soon can delay progress.

Choose your timing

Select a go-live date that aligns with your business rhythm. We often recommend:

• Year-end (for a clean audit cut-off)
  
  
• End of a VAT period (to reduce data complexity)
  
  
• A quieter operational window (to ensure resource availability)
  
  

The timing doesn’t have to be perfect—but it must be manageable.

Import what you need—avoid running parallel systems

There’s usually no need to import historical transactions. Starting with an opening trial balance and monthly summaries for comparative reporting is often sufficient. Our upload templates make this process efficient and reliable.

Give your project lead the scope to lead

Implementation is a focused project. Whether your organisation is large or small, your project lead must have the time and space to own the process—not try to run it alongside their usual day job.

Implement in phases and celebrate successes

Large implementations benefit from a phased rollout. Start with the core financials, ensure user confidence, then move on to additional modules or integrations. By focusing on change management and celebrating key milestones, you’ll drive adoption and ensure a smoother transition.

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New accounting system implementation

You don’t have to do everything at once. A phased approach is often more successful. Take Hampshire Cultural Trust for example: they implemented core financials in Phase 1, followed by ticketing, EPOS, and payroll in Phase 2.

“We’ve got a fantastic product and the implementation team has been very good, particularly with our management accounting project. My mantra is ‘making finance valued and valuable’. With AccountsIQ, and a great team at HCT, we are making that happen.”
— Director of Finance, HCT

Don’t build your new system around old processes

Implementing a new finance system is the ideal time to revisit outdated workflows. Legacy systems often require workarounds—modern platforms like AccountsIQ eliminate those inefficiencies with smart automation, built-in intelligence, and seamless integration.

“We realised we had come to develop our processes around the limitations of the Exchequer system rather than using the system to improve processes.”
— Group Financial Controller, Kefron

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Finance system implementation project plan

Here’s what a typical implementation journey looks like with AccountsIQ. Each phase is built on the success of the last—which is why careful design and planning are so important.

We focus on getting your core financials operational first before layering in automation and digital enhancements. This approach ensures your team is confident, your data is structured, and your platform is ready to grow with you.

For example, Artichoke Trust transitioned from Sage Financials to AccountsIQ in just two days—even with complex project accounting needs.

“The elements that have really made a difference are AccountsIQ’s innovative implementation of analysis codes, the attaching invoices, and the bank reconciliation module. These are things I didn’t have before, and they work beautifully.”
— Neil Goulder, Finance Director, Artichoke Trust

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Common issues with implementing a new accounting system

Here are the most common pitfalls—and how to avoid them:

• Lack of clarity: Define what success looks like. Know your goals and communicate them clearly.
  
  
• Lack of authority: Ensure your Project Lead is empowered to make decisions and drive the process.
  
  
• Scope creep: Avoid trying to do everything at once. Prioritise and phase your rollout.
  
  
• Distractions: Choose a go-live period that allows for focus and team availability.
  
  
• Time constraints: Allocate sufficient time not just for system setup, but also for training and adoption.
  
  

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A new accounting system implementation can be a powerful catalyst for finance transformation—if it’s done right. AccountsIQ’s experts in finance management  is here to guide you every step of the way.

Get in touch to discuss your implementation options or request a demo with one of our experts.

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