Can My Accountant Help Me Set Up Accounting Software?
For small business owners, switching from spreadsheets or manual records to accounting software can feel like a big step. The good news is you don’t have to figure it out alone. Many accountants offer help with setting up accounting software — and in fact, it’s often a normal part of their service.
But what does that help actually look like? And how involved is the accountant in getting your software up and running? Let’s take a look.
Why Use Accounting Software?
Before diving into how accountants help, it’s worth understanding why accounting software is now considered essential for most businesses.
Making Tax Digital (MTD): HMRC’s requirement for digital VAT submissions means most VAT-registered businesses must use software. More taxes are gradually moving to MTD.
Efficiency: Software automates tasks like bank reconciliation, VAT calculations, and invoice tracking.
Accuracy: Fewer manual errors.
Real-time data: You can check your financial position at any time.
Easy collaboration: Your accountant can access your records without endless email back-and-forth.
Can an Accountant Help With Setup?
Yes — and they often do.
Most accountants today are familiar with the leading cloud-based accounting platforms like Xero, QuickBooks, FreeAgent, Sage, and others. Many even hold certifications with these platforms, which means they’ve passed training directly from the software providers.
Setting up accounting software properly isn’t just about creating a login. It’s about making sure it’s tailored to your business — and that the data starts off accurate.
What’s Involved in Setting Up Accounting Software?
Here’s what accountants typically help with during setup:
1. Software Selection
Advising which platform suits your business.
Factors considered: business size, complexity, industry, VAT registration, payroll needs, and personal preference.
2. Initial Configuration
Setting up your chart of accounts (the categories your income and expenses are recorded into).
Inputting your business details correctly (name, VAT number, address, tax year dates).
Enabling the right VAT scheme (standard, flat rate, cash accounting, or exempt).
Configuring currency settings if dealing internationally.
3. Connecting Bank Feeds
Linking the software directly to your bank accounts.
Ensuring automatic transaction imports for easy reconciliation.
4. Bringing in Opening Balances
Inputting balances from your previous system — whether it’s another software, a spreadsheet, or manual records.
This includes bank balances, outstanding invoices (money owed to you), unpaid bills (money you owe), and tax balances (like VAT owed or to reclaim).
5. Invoice and Branding Setup
Designing invoice templates with your logo, payment terms, and contact information.
Setting up automatic invoice numbering and payment reminders if needed.
6. Payroll Configuration (If Needed)
Setting up payroll within the software, including tax codes, employee records, and pension contributions.
7. VAT Settings
Ensuring correct VAT rates are applied to transactions.
Linking VAT submissions to HMRC for Making Tax Digital.
8. App Integrations
Connecting to other tools like payment platforms (Stripe, PayPal), receipt capture (like Dext or Hubdoc), inventory systems, or e-commerce platforms.
Will They Train You on How to Use It?
In most cases — yes.
Many accountants offer basic training as part of the setup process, covering:
How to create invoices and log payments.
How to reconcile bank transactions.
How to record expenses.
What to do about VAT if applicable.
Where to find basic reports like Profit & Loss or Balance Sheet.
Some provide one-to-one sessions, recorded video tutorials, or guides to help clients get comfortable using the system.
What Happens After Setup?
Accountants typically remain involved in one of two ways:
Ongoing Support: You handle day-to-day bookkeeping, but the accountant is on hand for questions, checks VAT, and does year-end accounts and tax returns.
Full Service: The accountant continues managing the bookkeeping, VAT returns, payroll, and accounts using the software they set up for you.
Either way, the software makes the collaboration easier. Both you and the accountant see the same numbers in real time.
What If You Already Have Software?
If you’re moving from one system to another (e.g. from spreadsheets to Xero, or from QuickBooks to Sage), accountants can help with:
Migrating data — customers, suppliers, historical transactions, and balances.
Checking that everything has transferred accurately.
Advising on whether to migrate full history or just start fresh from a certain date.
Common Mistakes If You Don’t Get Help
Setting up accounting software seems simple, but without guidance, it’s easy to run into issues like:
Using the wrong VAT settings, leading to incorrect returns.
Mixing personal and business bank accounts.
Incorrect chart of accounts that makes reports confusing.
Misstated opening balances, meaning year-end accounts are wrong.
Missing unpaid invoices or bills from the transition period.
Fixing these problems later can take more time and often costs more than setting it up correctly from the beginning.
Is It Worth Having an Accountant Set It Up?
In most cases, yes — especially if:
You’re VAT registered.
You employ staff.
You’re moving from messy spreadsheets or paper records.
You’re not confident about getting the tax and accounting side right.
Even for simple businesses, getting the initial setup done correctly avoids confusion later.
Summary: Can My Accountant Help Me Set Up Accounting Software?
Absolutely. Most modern accountants are not only able but very familiar with setting up bookkeeping software. They’ll help with selecting the right platform, configuring it to suit your business, connecting bank feeds, entering opening balances, and training you to use it confidently.
A properly set-up system means fewer errors, less admin stress, and smoother tax filings. Whether you continue doing your own bookkeeping or let your accountant manage it, the right foundation makes a huge difference.
