Taking the final step and becoming a fully cloud-based firm: why it’s more secure and productive

Discussions about moving from desktop tools to a fully cloud-based workflow are no longer centred on what the cloud is but how it can transform your firm's productivity and compliance.  While many UK firms have adopted cloud-based accounting tools for larger clients, some still rely on desktop software or spreadsheets for smaller clients, sole traders, or landlords.

Making the transition to 100% cloud-based operations can offer unparalleled advantages. Not only can it help streamline processes and boost productivity, but it can also ensures compliance with initiatives like Making Tax Digital (MTD) for Income Tax. 

Moving those last remaining clients, tools, and workflows to the cloud, and going 100% cloud-based can supercharge your firm’s efficiency.

5 advantages of moving to a cloud workflow

1. It can improve accessibility. With a fully cloud-based setup, you can access data anywhere, at any time. This flexibility means your team and clients no longer need to be tied to a physical office or desktop tools.

2. It can supercharge collaboration. When all of your clients’ business information is in one platform, you can improve team collaboration, especially for a team that is hybrid or remote. This means you can work seamlessly across locations, improving efficiency and communication. 

3. It can deliver seamless experiences for your team and your clients. QuickBooks offers integrated solutions for client accounting, practice management, VAT preparation, and payroll. As your firm grows, you can easily scale with additional third party apps you can integrate.

4. It can cost less. When everything is in the cloud, you can save money on servers, printers, and software subscriptions from multiple providers.

5. MTD for Income Tax compliance. With HMRC’s MTD for Income Tax deadline approaching, cloud-based tools will simplify VAT submissions, self-assessment, and tax filing. QuickBooks can help you become compliant-ready with MTD requirements, helping you future-proof your firm.

Put aside the doubts

In transitioning your firm to a fully cloud-based operation, you’ll need to overcome 4 hurdles:

1. Personal mindset

One of the biggest obstacles is embracing change. Initially, it can be difficult to visualise how a firm can function without physical files or familiar desktop tools. 

As Alan FitzGerald Fractional CTO, aka “The Software Whisperer”, of Practice Connections Advisory says “it’s important to have a ‘back to basics’ mindset that looks at the core issues you’re trying to solve, the solutions that can do them, and how they’ll integrate with the key parts of your business that you’re trying to improve, automate, or to make more efficient.” Read more on getting your tech right for today and tomorrow in Alan’s post.

2. Integration and automation

The ultimate goal in moving to a fully cloud-based firm is having a set of fully integrated tools and then automating as many manual processes across them as possible. One of your key goals should be realising the productivity and efficiency gains that automation can deliver. 

The tools in the QuickBooks suite integrate your client accounting, practice management, offering further integrations with a wide range of cloud-based apps and solutions including and marketing tools like Intuit Mailchimp. For low transaction clients still using spreadsheets or legacy tools, transitioning to QuickBooks Ledger provides tax estimates, VAT submissions, and tax filings. Automated pre-filling of forms and error-checking can reduce manual input and improve accuracy.

QuickBooks Sole Trader can help streamline tasks like transaction categorisation, receipt capture, and expense tracking. With mobile-friendly tools, AI-driven automation, and collaboration features, Quickbooks Sole Trader can improve efficiency for both you and your sole trader clients.

3. Cloud security

Some clients and employees are still less comfortable using the cloud instead of having physical documents, while others are uncomfortable with cloud storage, especially when they hear about security breaches at large, well-known companies. 

To overcome this hurdle, you can educate yourself, your clients, and prepare. Encrypted data, passwords, two-factor authentication, GDPR compliance,firewalls, malware and antivirus software can support a paperless environment. 

4. Getting clients onboard

One of the  ways to get your clients onto cloud-based accounting is to show them the value and benefits of it. We live in a world that emphasises convenience and rapid access to information, so it can be an incredible advantage for clients to be able to access their information at any time, 24/7. Start with tech-savvy clients who are more likely to embrace change, gather feedback, and refine your process before rolling it out to others.

The shift to a fully cloud-based firm is not just about keeping up with technology but about unlocking efficiencies and creating value for your clients. Consider taking the final step and make your firm 100% cloud-based.

QuickBooks provides businesses with the best way to keep track of their accounting with our simple and easy-to-use accounting software for sole traders, limited companies, and accountants. Discover our plans & pricing page to find out how you can save money on your yearly tax bill.

The information on this website is provided free of charge and is intended to be helpful to a wide range of businesses. Because of its general nature the information cannot be taken as comprehensive and they do not constitute and should never be used as a substitute for legal, accounting, tax or professional advice. We cannot guarantee that the information applies to the individual circumstances of your business. Despite our best efforts it is possible that some information may be out of date. Any reliance you place on information found on this site or linked to on other websites will be at your own risk.