10 Best Accounting Workflow Software for Firms

August 8, 2025
Jason Berwanger
Accounting

Find the best accounting workflow software for your firm. Compare top solutions to streamline tasks, improve accuracy, and simplify your daily operations.

Accounting workflow software streamlines tasks on a computer.

Your accounting team holds some of the most valuable talent in your company, yet they often spend their days on repetitive, administrative tasks. Chasing down documents, sending reminders, and manually entering data not only drains their time but also keeps them from focusing on higher-value strategic work. Accounting workflow software is designed to fix this. By automating the routine parts of the job, it frees your professionals to analyze data, identify trends, and provide the insights you need to make smarter business decisions. It transforms your accounting function from a reactive, backward-looking cost center into a proactive, forward-looking partner in your company’s success.

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Key Takeaways

  • Automate Repetitive Work to Free Up Your Team: The right software replaces scattered spreadsheets and manual checklists with a single, reliable system. This reduces costly errors and gives your team back the time they need to focus on high-value client work and strategic analysis.
  • Focus on Fit and Functionality, Not Just Features: Instead of getting distracted by a long list of features, identify your firm's biggest challenges and find a tool that solves them directly. A solution that integrates seamlessly with your existing tech stack is essential to creating a truly connected and efficient workflow.
  • Plan Your Rollout for a Smooth Transition: The best software is useless if your team doesn't use it. A successful implementation requires a clear plan for migrating data, training your team effectively, and standardizing your processes before you automate them. This ensures everyone gets on board and you see a return on your investment.

What is Accounting Workflow Software?

Think of an accounting workflow as a detailed recipe for your firm's financial tasks. It’s a set of steps that guides your team through processes like bookkeeping, tax preparation, or monthly invoicing. A good workflow clearly defines who does what, when they do it, and how it gets done, ensuring every task is handled consistently and on time.

Accounting workflow software takes this recipe and digitizes it. It’s a centralized platform designed to manage your projects, automate repetitive steps, and give you a clear view of your team’s workload. Instead of relying on messy spreadsheets, scattered emails, and manual check-ins, this software provides a structured environment where work flows smoothly from one stage to the next. It helps you standardize your processes so that every client gets the same high-quality service, every time. This shift not only improves efficiency but also builds a scalable foundation for your firm's growth.

Key Features

At its core, accounting workflow software brings order and clarity to your daily operations. It helps you manage all your projects and workflows from a single dashboard, giving you a bird's-eye view of what’s on track and what needs attention. You can easily track deadlines for every client task, which means you can stop worrying about things slipping through the cracks. One of the biggest benefits is its ability to automate repetitive administrative tasks, freeing up your team to focus on more valuable, strategic work. These tools provide the structure you need to stay organized and track progress without constantly asking for updates. You can find more insights on how automation can transform your financial operations on our blog.

Security and Compliance

When you're handling sensitive financial information, security isn't just a feature—it's the foundation of your practice. The right workflow software must protect your clients' data with robust security measures. This includes controlling who can access specific information and ensuring your processes meet critical industry standards. For high-volume businesses, maintaining compliance with regulations like ASC 606 is non-negotiable. Choosing a platform built with security and compliance in mind protects your firm from risk and, more importantly, builds lasting trust with your clients. It shows them you're serious about safeguarding their most confidential data, which is something we are deeply committed to at HubiFi.

How It Integrates with Your Tools

Your accounting workflow software shouldn't operate in a silo. To be truly effective, it needs to connect seamlessly with the other tools you use every day. Look for a solution that integrates with your existing accounting software, ERPs, and CRMs. Smooth integrations are key to creating a single source of truth for your financial data. When your systems talk to each other, you eliminate the need for manual data entry, which drastically reduces the risk of human error. This creates a more efficient, accurate, and connected tech stack, allowing information to flow freely where it's needed most and giving you a complete picture of your financial health.

What to Look For in Accounting Workflow Software

Choosing the right accounting workflow software feels like a huge decision, because it is. The best platform for your business will do more than just organize your to-do list; it will become the central nervous system for your financial operations. The key is to find a solution that fits your unique processes, not the other way around. As you evaluate your options, think beyond the immediate features and consider how the software will support your team, streamline client interactions, and scale with you as you grow.

The goal is to find a tool that handles the repetitive work while giving you clear visibility into your firm’s performance. Look for a platform that can automate tedious tasks, provide actionable insights, and connect seamlessly with the tools you already use. Strong integrations with your existing software are critical, as they prevent data silos and ensure information flows smoothly across your entire tech stack. Ultimately, the right software should feel less like another program to manage and more like a partner in your success.

Task and Deadline Tracking

In accounting, missing a deadline isn’t an option. That’s why clear task and deadline tracking is one of the most fundamental features to look for. Good software gives you a bird's-eye view of all your projects, showing you who is responsible for what and when it’s due. You should be able to see where every project stands at a glance, from month-end close to annual tax filings. This visibility is crucial for managing team capacity and ensuring nothing falls through the cracks, especially during your busiest periods. It replaces messy spreadsheets and sticky notes with a reliable, centralized system that keeps everyone on track.

Document Management

How much time does your team waste searching for files in shared drives or old email threads? A solid document management system solves this by creating a single, organized repository for all your important files. Instead of hunting for a specific contract or invoice, everything is stored centrally and linked directly to the relevant client or project. This makes it easy to find what you need, when you need it. It also helps maintain version control, so you can be confident that everyone is working from the most up-to-date documents, improving both efficiency and accuracy across the board.

Client Communication Portals

Email chains can quickly become confusing for both you and your clients. A dedicated client portal provides a secure, professional, and centralized space for all communication. Clients can log in to upload documents, ask questions, and see the status of their projects without having to send another email. This not only streamlines your workflow but also enhances the client experience by giving them a clear and simple way to interact with your firm. It shows you value their time and security, which goes a long way in building trust and strengthening long-term relationships.

Reporting and Analytics

Your workflow software shouldn't just help you get work done—it should help you work smarter. Robust reporting and analytics features give you the data you need to make strategic decisions. You can track key metrics like team productivity, project profitability, and turnaround times to identify bottlenecks and areas for improvement. These insights into your operations are invaluable for optimizing processes and driving growth. By understanding how your firm is performing, you can move from simply managing tasks to actively improving your business outcomes.

Workflow Automation

This is where the magic really happens. Workflow automation takes the repetitive, manual tasks off your team’s plate so they can focus on more valuable, strategic work. Imagine a system that automatically sends deadline reminders, assigns follow-up tasks once a step is completed, or generates standard reports without any manual input. By automating these routine processes, you not only save a significant amount of time but also reduce the risk of human error. This is a core component of modern accounting, and you can schedule a demo to see how it can transform your operations.

Team Collaboration

Whether your team is in the same office or spread across the globe, effective collaboration is essential. The right software acts as a central hub where team members can communicate and work together seamlessly. Look for features like internal comments on tasks, shared inboxes, and project dashboards that keep everyone on the same page. This eliminates the need for constant status meetings and internal email updates because all the relevant information is attached directly to the work itself. It fosters a more connected and efficient team environment, ensuring projects keep moving forward smoothly.

Time Tracking and Billing

Understanding where your team’s time is going is critical for profitability. Integrated time tracking allows you to monitor the hours spent on each client and project, giving you clear insight into your firm’s efficiency. This data is not just for internal review; it can also be used to ensure accurate client billing. Many platforms allow you to turn tracked time directly into an invoice, streamlining the entire process from work to payment. This feature helps you price your services more effectively and ensures you’re compensated fairly for all your hard work, which is a key part of any pricing strategy.

Secure File Sharing

Accounting professionals handle some of the most sensitive information a business has. Sending confidential documents like financial statements or tax records over email is a significant security risk. A top-tier workflow platform will include secure, encrypted file-sharing capabilities. This allows you to exchange documents with clients and other stakeholders with confidence, knowing the data is protected. It provides a secure alternative to email and consumer-grade file-sharing services, giving both you and your clients peace of mind that their private information is in safe hands.

Top Accounting Workflow Software Options

Choosing the right software is a big decision, and the best fit depends entirely on your firm's size, client base, and specific goals. Some tools are all-in-one platforms designed for large practices, while others excel at solving a very specific, complex problem. Think about your biggest pain points—is it managing deadlines, automating revenue recognition, or improving team collaboration? Answering that question will help you find the perfect match in the list below. We've gathered some of the top contenders to help you compare features and find a solution that streamlines your operations and supports your growth.

HubiFi

While many platforms manage general accounting tasks, HubiFi focuses on mastering one of the most complex workflows: automated revenue recognition. If your business handles a high volume of transactions, ensuring compliance with standards like ASC 606 can be a major headache. HubiFi connects your disparate data sources—like your CRM and payment processor—to automate these calculations accurately and in real time. This isn't just about saving time on manual data entry; it's about gaining clear visibility into your financial health so you can make smarter strategic decisions. If you're looking to solve complex revenue data challenges and get audit-ready financials, you can schedule a demo to see how it works.

Jetpack Workflow

Jetpack Workflow is designed specifically for accountants, bookkeepers, and CPA firms that need to get a handle on their projects and deadlines. If you're still using spreadsheets to track client work, this could be a game-changer. The platform helps you standardize your processes with templates, automate recurring tasks, and see exactly where every job stands at a glance. Users find that it helps them save time and improve their firm's reputation by ensuring nothing falls through the cracks. It’s a straightforward tool focused on making sure you and your team are organized and efficient.

Thomson Reuters Onvio

From one of the biggest names in the industry, Thomson Reuters Onvio is a cloud-based suite of tools for accounting firms. It’s more than just a single-function app; it’s a collection of solutions that can handle everything from document management to time tracking and billing. With products like Onvio Firm Management and FirmFlow, you can create standardized work processes across your entire team. This is a solid choice for established firms that want a comprehensive, integrated system from a provider they already know and trust for their tax and accounting needs.

TaxDome

TaxDome has quickly become a favorite among tax professionals, especially for solo practitioners and small firms. It’s known for being an all-in-one platform that is both powerful and cost-effective. Users often praise its excellent e-signature capabilities and robust automation features, which can handle everything from client onboarding to sending automatic reminders for documents. If you want to standardize your processes and create a seamless experience for your clients without breaking the bank, TaxDome is definitely one to look at. Its focus on the specific needs of tax pros makes it a strong contender in that niche.

Karbon

Karbon is a premium practice management software that puts team collaboration and communication front and center. One of its standout features is how it integrates with your email, turning your inbox into a collaborative workspace where you can assign messages to colleagues and link them to specific projects or clients. This helps ensure everyone on the team has full visibility into client communications and work status. Karbon is built for modern, growing firms that want to move away from siloed information and create a single source of truth for all client-related work and communication.

Financial Cents

Financial Cents is an accounting practice management software designed to help teams work together more effectively. Its core strength lies in organizing tasks and improving visibility across all client work. You can easily see your team's capacity, track the status of every project, and automate client data collection to reduce back-and-forth emails. It’s a practical tool for firm owners who want to get a clear picture of what everyone is working on and ensure that all work is completed accurately and on time. It’s particularly helpful for firms looking to streamline their internal collaboration.

Canopy

Canopy is another comprehensive practice management solution that aims to bring all your firm's core functions into one place. It offers a suite of tools that includes workflow management, a client portal, document management, and time and billing. It’s often compared to other all-in-one platforms like TaxDome, and the best choice often comes down to specific feature preferences and pricing. Canopy is a strong option for firms that want a unified system to manage their client relationships and internal processes from start to finish, helping to keep everything organized and accessible.

QuickBooks Online Advanced

For businesses that are already deeply integrated into the QuickBooks ecosystem, QuickBooks Online Advanced offers a direct path to more sophisticated workflow management. It builds on the standard QuickBooks Online platform with features designed for growing businesses, including custom task management and automated workflows. You can create recurring project templates for tasks like month-end close and assign work to your team members directly within the software. This is a great option if you want to add more structure to your accounting processes without having to adopt and learn an entirely new platform.

Xero Practice Manager

If your firm runs on Xero, then Xero Practice Manager is the natural choice for workflow and job management. It’s designed to integrate seamlessly with Xero, allowing you to manage your clients, jobs, timesheets, and invoicing all in one place. Because it's part of the Xero family, it provides a cohesive experience for accounting and bookkeeping firms that serve clients using Xero's accounting software. It’s a powerful tool for practices that want to build their entire operational stack around a single, well-integrated ecosystem, helping to improve efficiency from quoting to invoicing.

FreshBooks

FreshBooks is incredibly popular with freelancers, consultants, and small service-based businesses, and for good reason. While it’s primarily known for its user-friendly invoicing and expense tracking, it also includes project management features that function as a light workflow tool. You can track time against specific clients and projects, collaborate with team members, and keep all your project-related files and conversations in one place. For a small business that doesn't need a heavy-duty practice management solution, FreshBooks offers a simple way to keep projects organized and ensure you’re billing for all your work accurately.

How to Implement Your New Software

Choosing the right accounting workflow software is a huge step, but the real work begins with implementation. A thoughtful rollout plan is the difference between a tool that gathers digital dust and one that transforms your firm's operations. It’s not just about installing software; it’s about integrating a new way of working into your team’s daily rhythm. A successful transition requires a clear strategy that covers everything from moving your data to getting your team excited about the change.

The goal is to make the switch as smooth as possible, minimizing disruption and maximizing adoption from day one. By breaking the process down into manageable steps, you can set your team up for success and start seeing the benefits of your new software much faster. Think of it as building a bridge from your old, manual processes to a more automated and efficient future. This involves assessing your needs, planning the technical details, training your people, and monitoring your progress to ensure you’re getting the return on investment you expect.

Assess Your Firm's Needs

Before you even think about migrating data, take a step back and clarify what you want to achieve. What specific pain points are you trying to solve? Are you looking to reduce manual entry, speed up client onboarding, or get a clearer view of project statuses? The whole point of these tools is to make daily tasks easier and ensure your team is working as efficiently as possible. Write down your top three to five goals for the new software. This list will become your North Star, guiding your implementation decisions and helping you measure success later on.

Plan Your Data Migration

Moving your data from an old system to a new one can feel like a massive undertaking, but a solid plan makes it manageable. Start by identifying all the data you need to move—client information, project details, historical records—and where it currently lives. This is also the perfect time for a spring cleaning. Archive old, irrelevant data and fix any inconsistencies before you transfer anything. Mapping out how information will flow into the new system helps prevent headaches down the line. Many modern platforms offer seamless integrations that can simplify this process, but a clean starting point is always the best approach.

Train Your Team Effectively

Your new software is only as powerful as the people who use it. Effective training is more than just a one-hour demo. Create a training plan that caters to different learning styles, with a mix of hands-on sessions, video tutorials, and written guides. Identify a few tech-savvy "champions" on your team who can learn the system inside and out and act as go-to resources for their colleagues. The goal is to give everyone a clear view of what their team is doing and how their work fits into the new workflow. This builds confidence and encourages everyone to embrace the new tool.

Manage the Transition

Change can be tough, so it’s important to manage the transition with care. Communicate openly with your team about the timeline, what to expect, and why the change is happening. It’s often helpful to run the new software in parallel with your old system for a short period. This gives everyone a safety net while they get comfortable. The ultimate goal is to keep client work on track and avoid missing important deadlines. If you feel overwhelmed, don't hesitate to schedule a demo with the software provider’s team to get expert guidance on making the switch.

Monitor Your Performance

Once you’re up and running, how do you know if the new software is actually working? Go back to the goals you set in the beginning. Are you saving time on specific tasks? Have errors been reduced? Is client communication smoother? Track key metrics to measure your progress. When properly implemented, workflow automation delivers measurable improvements to your firm's operations and client service. Regularly checking in on your performance allows you to make adjustments and find even more ways to get the most out of your investment, turning data into valuable insights for your business.

Get the Most from Your Investment

Choosing the right accounting workflow software is a big step, but the real magic happens when you use it to its full potential. Think of it as more than just a tool for ticking off tasks; it’s a strategic asset that can fundamentally change how your firm operates for the better. By leaning into its features, you can streamline your processes, empower your team, and deliver exceptional value to your clients. Let’s look at the key benefits you can expect when you fully commit to your new system.

Save Time and Reduce Costs

Imagine what your team could accomplish with an extra 10 hours every week. That’s the kind of time savings firms see when they automate their manual office work. By letting software handle repetitive tasks like data entry, reminders, and report generation, you free up your team to focus on what really matters: strategic analysis and client service. This shift doesn't just make work more engaging; it directly impacts your bottom line. You’re reducing the hours spent on administrative tasks, which can lower operational costs and improve overall profitability. The right platform helps you see a clear return on your investment by turning saved time into tangible financial gains.

Minimize Errors and Improve Accuracy

Let’s be honest—even the most meticulous person can make a mistake. When you’re dealing with complex financial data, a small human error can snowball into a significant problem, leading to compliance issues or flawed business insights. Accounting workflow software is your safety net. It standardizes your processes, creating a consistent, repeatable system for every task. With built-in checks and automated data validation, you can catch potential errors before they cause trouble. This enhanced accuracy is crucial for maintaining compliance and building trust with clients. By ensuring your data is clean and reliable, you can be confident that your financial reports and analytics are telling the true story of your business.

Strengthen Client Communication

Keeping clients happy often comes down to clear and timely communication. Workflow automation helps you stay on top of every project so you never miss an important deadline or leave a client wondering about their status. Automated notifications can keep clients informed at key milestones, while a centralized dashboard gives your team a complete view of all client-related tasks and deadlines. This proactive approach means fewer frantic emails and more confident clients. When you consistently deliver on time and keep people in the loop, you build strong, lasting relationships based on trust and reliability. You can find more tips for improving your operations on our blog.

Make Smarter, Data-Driven Decisions

Your workflow software is a goldmine of information about your firm's performance. It doesn't just manage your work; it provides reports and analytics that give you a clear picture of what’s happening inside your business. You can track team productivity, identify bottlenecks in your processes, and even analyze the profitability of different services or clients. These insights are invaluable for making smart, strategic decisions. Instead of relying on guesswork, you can use hard data to refine your operations, adjust your pricing, and allocate resources effectively. A personalized demo can show you exactly how these analytics can provide visibility into your firm's performance.

Improve Team Productivity

A well-implemented workflow system helps your team work together more smoothly. By creating a single source of truth for all tasks and projects, it eliminates confusion about who is responsible for what and when it’s due. This clarity reduces friction and allows for seamless collaboration, whether your team is in the office or working remotely. It also makes onboarding new hires much easier. Instead of relying on senior staff for constant guidance, new team members can follow predefined workflows to quickly learn their roles and start contributing. This not only gets them up to speed faster but also protects the valuable time of your experienced employees.

How to Overcome Common Implementation Hurdles

Adopting new software is a big step, and it’s normal to hit a few bumps along the way. The good news is that most of these challenges are predictable and manageable. With a bit of foresight and a clear strategy, you can guide your team through the transition and start seeing the benefits of your new system much faster. Let's walk through some of the most common hurdles and how you can clear them with confidence.

Overcoming Team Resistance

Change can be tough, especially when your team is accustomed to a certain way of doing things. Even if current workflows rely on inefficient manual processes, they’re familiar. The key to getting your team on board is to frame the new software as a tool that makes their jobs easier, not more complicated. Focus on how automation will eliminate tedious tasks and provide better visibility across the firm, reducing guesswork and stress. Show them how a centralized platform creates clarity and allows them to focus on more valuable, strategic work. When your team understands the "why" behind the change and sees the direct benefits to their daily routine, they're more likely to embrace it.

Solving Integration Puzzles

One of the biggest frustrations with new software is when it doesn't play nicely with the tools you already use. A disconnected tech stack creates data silos and forces your team to toggle between systems, defeating the purpose of automation. Before you commit to a solution, map out your existing software ecosystem—your ERP, CRM, and accounting tools. Look for a platform with strong, flexible integrations that can create a single, reliable source of truth for your financial data. The goal is to build a seamless, repeatable process that works for both your staff and your clients, ensuring that your new software simplifies your operations instead of complicating them.

Closing the Training Gap

You can have the best software in the world, but it won’t do you any good if your team doesn’t know how to use it. Switching from manual, inconsistent processes requires more than just a login and password; it requires effective training. Plan your training strategy before you go live. Break it down into focused, manageable sessions and provide hands-on practice. Create simple guides and identify a few team members who can act as internal champions to support their colleagues. A great way to start is by getting a personalized walkthrough from the provider to understand its core functions. You can even schedule a demo to see exactly how the software will fit into your existing workflows.

Managing the Costs

For any business, especially a smaller firm where everyone wears multiple hats, budget is always a top concern. It’s easy to see new software as just another expense, but it’s more accurate to view it as an investment in efficiency. Think about the hidden costs of your current system: the billable hours lost to manual data entry, the time spent tracking down information, and the financial impact of billing errors. When you choose a solution with transparent pricing, you can calculate the return on investment. The time saved and accuracy gained often pay for the software many times over, freeing up your team for growth-focused activities.

Standardizing Your Processes

Implementing new software is the perfect opportunity to refine your operations. Simply automating a broken or inefficient process will only help you do the wrong thing faster. Before you migrate your data, take the time to map out and standardize your workflows. What are the exact steps for onboarding a new client? How do you handle monthly reporting? Documenting these procedures creates a clear, consistent framework for your team to follow. This ensures you’re configuring the software to support best practices from day one, leading to measurable improvements in both your firm’s operations and your client service. You can find more helpful strategies in our HubiFi blog.

Addressing Security Concerns

Handing your firm's sensitive financial data over to a new platform can feel daunting. However, manual processes and scattered spreadsheets often carry greater security risks than a modern, centralized system. Reputable accounting workflow software is built with security as a top priority. Look for features like data encryption, role-based access controls, and detailed audit trails that show you who did what and when. A secure, cloud-based platform can actually reduce your risk by protecting you from data loss and unauthorized access. Be sure to partner with a provider you trust to handle your data with the care it deserves.

What's Next for Accounting Workflow?

Accounting workflow software isn't standing still. The tools we use are constantly evolving, driven by new technologies and the changing needs of modern businesses. Staying aware of these trends helps you choose software that won't just solve today's problems but will also grow with you. From artificial intelligence to real-time data, these are the key developments shaping the future of accounting. Understanding them will help you make smarter decisions for your firm and your clients.

The Role of AI and Machine Learning

Artificial intelligence and machine learning are moving from buzzwords to essential tools in the accounting world. These technologies are taking over repetitive, manual tasks like data entry and reconciliation with incredible speed and accuracy. This shift allows accounting professionals to focus on higher-value work, like financial analysis and strategic planning. The future of accounting will rely heavily on robotic process automation to streamline operations, reduce human error, and provide deeper insights that were previously out of reach for many businesses. It’s about working smarter, not just harder.

The Power of the Cloud

The days of being chained to a desktop computer to manage your firm's finances are over. Cloud-based accounting solutions are now the standard, offering unmatched flexibility and scalability. With the cloud, your team can access financial data and collaborate on tasks from anywhere with an internet connection. This not only supports remote and hybrid work models but also ensures that everyone is working with the most up-to-date information, eliminating the confusion of multiple spreadsheet versions. It’s a more secure and efficient way to manage your financial workflow.

Access on the Go: Mobile Solutions

Building on the flexibility of the cloud, mobile access is becoming a must-have feature. The ability to manage accounting tasks from a smartphone or tablet is no longer a novelty; it's a requirement for staying productive. Whether you need to approve an expense report while waiting for a flight or check on a project's budget from a client's office, mobile accounting solutions keep your work moving forward. This constant access ensures that small tasks don't turn into major bottlenecks, helping your team stay responsive and efficient no matter where they are.

Simplified Compliance Management

Meeting regulatory requirements can be a complex and stressful part of accounting. Thankfully, modern workflow software is designed to make this much easier. Automation can help you simplify compliance management by building checks and balances directly into your processes. The right software ensures that necessary steps are never missed and that a clear audit trail is always available. For businesses dealing with complex standards like ASC 606, having an automated system isn't just a convenience—it's critical for accuracy and peace of mind. You can find more insights on this topic on our blog.

Creating Custom Workflows

Every business operates a little differently, so why should your accounting software be one-size-fits-all? The trend is moving toward highly customizable platforms that let you build workflows tailored to your team's specific needs. Instead of forcing your processes to fit the software, you can design steps, approvals, and notifications that match how you actually work. This ability to create custom workflows improves consistency and efficiency across the board. It also makes it easier to onboard new team members, as the process is clearly defined within the system.

The Impact of Real-Time Analytics

Waiting until the end of the month to understand your financial position is becoming a thing of the past. The most significant advantage of modern accounting software is the access to real-time analytics. Having up-to-the-minute data allows you to make smarter, faster decisions. You can spot trends as they emerge, address potential issues before they grow, and confidently steer your business toward its goals. These real-time dashboards transform accounting from a historical record into a powerful tool for strategic planning. HubiFi specializes in providing this level of visibility through seamless data integrations.

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Frequently Asked Questions

My business is small. Is accounting workflow software overkill for me? Not at all. These tools are for any business that wants to be more organized and efficient, regardless of size. The key is to find software that fits your specific needs. A freelancer might use a simpler tool to track time and invoices, while a growing business might need a more robust system to manage team tasks and client projects. The goal is the same: to create a reliable process so you can stop worrying about administrative details and focus on your work.

How do I choose the right software when there are so many options? It can feel overwhelming, but the best way to start is by identifying your single biggest pain point. Are you struggling with missed deadlines, messy client communication, or a complex process like revenue recognition? Once you know the main problem you need to solve, you can look for a tool that excels in that specific area. Don't get distracted by a long list of features you may never use; focus on finding the solution that directly addresses your most pressing challenge.

My team is already swamped. How can we find the time to implement a new system? This is a common concern, and it’s true that implementation requires an upfront investment of time. However, think about the time you’re currently losing to inefficient processes, like hunting for files or manually creating reports. A good rollout plan, which includes cleaning up your data beforehand and training your team effectively, makes the transition much smoother. The short-term effort pays off quickly by giving you back hours of productive time every single week.

What’s the real difference between a general workflow tool and a specialized one like HubiFi? Think of it like using a kitchen knife versus a specialized bread knife. A general workflow tool is great for organizing a wide range of tasks, like a versatile kitchen knife. A specialized platform like HubiFi is designed to solve a very specific and complex problem with precision—in our case, automated revenue recognition for high-volume businesses. If you have a unique, critical process that’s causing major headaches, a specialized tool is often the better choice because it’s built to handle those exact challenges.

Is it really safe to put all of our sensitive financial data into one cloud platform? It’s a valid question, but a reputable, modern software platform is often far more secure than relying on scattered spreadsheets and email attachments. Professional workflow software is built with security as a core feature, using things like data encryption and controlled access to protect your information. This centralized approach actually reduces risk by creating a secure, trackable environment, giving you more control and peace of mind than you have with manual systems.

Jason Berwanger

Former Root, EVP of Finance/Data at multiple FinTech startups

Jason Kyle Berwanger: An accomplished two-time entrepreneur, polyglot in finance, data & tech with 15 years of expertise. Builder, practitioner, leader—pioneering multiple ERP implementations and data solutions. Catalyst behind a 6% gross margin improvement with a sub-90-day IPO at Root insurance, powered by his vision & platform. Having held virtually every role from accountant to finance systems to finance exec, he brings a rare and noteworthy perspective in rethinking the finance tooling landscape.