If you’re like most accounting and bookkeeping firms, your app stack has probably grown organically over time. New tools were added as needs arose, but was there ever a clear strategy behind those choices?
If the answer is no, it may be time to fix your app stack.
According to Dayle Rodriguez, Systems Advisory Manager at Kreston Reeves, many firms struggle with the same common issues:
- Apps that don’t integrate properly, leaving teams stuck in manual processes.
- Tools that promise efficiency but underdeliver.
- Overspending on software without seeing real value.
So, how do you fix it? It starts with taking a step back, reviewing your current systems, and making strategic decisions about the technology you use. Let’s break it down.
The tell-tale signs of a broken app stack
How do you know if your app stack is holding your firm back? According to Rodriguez, one of the biggest red flags is an overreliance on spreadsheets. He explains:
“Excel is a wonderful tool, but if lots of people in your firm are using spreadsheets to transfer data between systems, it’s a sign that things are clunky and need cleaning up.”
Another issue? The size of your firm. The accounting industry has unique software needs, but many of the best tools are designed for SMEs rather than large practices. If your firm has outgrown its software—or worse, if you’re patching multiple tools together just to make things work—you might be dealing with inefficiencies that slow everything down.
Related: How to manage a successful digital transformation in your firm
Why do so many firms end up with fragmented systems?
It’s easy to blame the software, but the real issue often comes down to people. Change is hard. Over the last decade, fintech has evolved at a breakneck speed, yet many firms still rely on legacy systems because staff are comfortable with what they know.
Rodriguez points out:
“People resist change—even me, and I love innovation! If people see a new system as a threat rather than a benefit, they’ll fight against it.”
And let’s not forget about leadership. Sometimes, senior management drives change because they want better insights, but they forget to consider how those changes affect the people who actually enter the data. Other times, new hires bring fresh ideas but struggle to gain buy-in from decision-makers. The sweet spot? When leadership and staff meet in the middle and work together on change.
Step one: get an outside perspective
So, how do you start fixing a fragmented app stack? The first step, says Rodriguez, is bringing in an external software consultant—if your firm can afford it. Why?
“An objective outsider can spot inefficiencies that people inside the business might miss. They can also bring in best practices from other industries.”
If hiring a consultant isn’t an option, the next best thing is taking a systematic approach to reviewing your tech. Instead of replacing everything at once, firms should focus on small, high-impact changes that gradually improve efficiency over time.
Building a strategic framework to fix your app stack
When choosing business software, it’s tempting to chase the ‘best’ option. But what does ‘best’ even mean? According to Rodriguez, the key is defining ‘best’ for your firm’s specific needs:
“If you ask who the best sprinter is, we’d all say Usain Bolt. But when it comes to software, best depends on your firm’s size, the services you offer, and how you work with clients.”
To make better decisions, he suggests a simple scoring system:
- Need (1-5): How essential is this feature? Is it a must-have or just a nice-to-have?
- Execution (0-10): How well does the software deliver on this need?
Multiplying these scores gives a way to compare apps objectively and ensure that any new tool is actually solving problems rather than just adding complexity.
Avoiding change fatigue and making integration work
One of the biggest mistakes firms make is changing their software too frequently. Change fatigue is real, and if staff feel like they have to learn new systems every year, they’ll start resisting change altogether.
Rodriguez recommends committing to at least a three-year cycle for major app changes, allowing enough time for proper adoption and training. He also warns firms to be wary of ‘magpie syndrome’—chasing shiny new tools without thinking about the long-term impact.
When evaluating software, don’t just take the vendor’s word for it—test it thoroughly. Too often, firms rely on demos where everything looks perfect, only to discover integration headaches once they start using the software. Instead, Rodriguez suggests asking vendors:
- Is this a truly cloud-native product? (Or is it just an old system with a cloud ‘patch’?)
- How does the integration actually work? Is data transferred instantly, or does it rely on scheduled uploads?
- Can we test it with real data? A proper sandbox environment is crucial.
Keeping up with new technology without disrupting workflows
With fintech evolving so quickly, how do firms stay up to date without constantly switching tools? Rodriguez suggests a simple rule: commit to a software for two years before reassessing.
“Rarely do we see massive leaps in accounting software within two years. If something game-changing comes along, great—but don’t waste time chasing every new update.”
Instead, he recommends staying informed through:
- Vendor newsletters (Xero, QuickBooks, etc.)
- Industry publications
- Peer groups and professional networks
For larger firms, an internal digital heroes team—staff members with an interest in fintech—can help monitor trends and provide recommendations.
Related: How Much Outdated Tech Is Costing Your Firm
Final thoughts: your app stack should work for you, not against you
At the end of the day, technology should make your work easier, not harder. If your firm is struggling with manual processes, disconnected systems, or resistance to change, it’s time to take a step back and rethink your approach.
Start small. Get buy-in from your team. Test before you commit. And most importantly—don’t fall for the hype.
What’s the biggest challenge your firm faces when it comes to app stack management?
