Migration to a new accounting system
Migration to a new accounting system requires precise planning to ensure that history, automations and internal controls work from day one. When the company is to move to solutions such as accounting program or to expand with API integrations , structured migration is essential to get the full effect of the investments.
Why change accounting systems?
Companies choose new solutions to handle increased complexity and demands for real-time data. The most common drivers are:
- Automation of processes through robotisation, smart interpretation and integrated controls.
- Scalability for companies that grow internationally or establish several subsidiaries.
- Reporting in real time with dashboards and continuous financial close .
- Better collaboration between the finance department, advisers and external partners via cloud-based workspaces.
Phases in a successful migration
| Phase | Target | Deliveries |
|---|---|---|
| Preparation | Map needs, data quality and requirements for access management | Complete data catalogue, mapping of chart of accounts and decision on parallel operation |
| Migration | Move master data, history and open records to new system | Test import, reconciliation against old solution and documented control routines |
| Go-live | Ensure stable operation and correct reports from the first period | Training plan, timeline for control monitoring and decision on when old system will be closed |
Data quality and mapping
Accurate data is the very foundation of the migration. How to reduce the risk of errors:
- Standardize the Chart of Accounts before export and compare with ReAI’s proposed chart of accounts to identify duplicates.
- Clean customer data and supplier information by validating company records against Companies House Service integration .
- Prioritize open records in the ledger and balance sheet accounts, and create reconciliation files that are documented in the migration protocol.
Checks and testing
Continuous testing is necessary to avoid deviations when production starts.
- Run pilot accounting with actual vouchers from the last month and verify automation rules from accounting robot .
- Document the result in a separate test log, and link deviations to measures that can be tracked in continuous audit .
- Establish a rollback plan that describes how data is reversed if approval criteria are not met.
Checklist before go-live
- Training: Ensure that all roles are registered in the new system and that the team can handle daily routines such as invoice receipt and remittance.
- Integrations: Verify that the bank, payroll and reporting tools are connected before you close the old solution.
- Reporting: Test standard reports and customized dashboards so that management gets correct KPIs from the first period.
- Support: Define contact points and response time for critical incidents in the first weeks after the start of production.
Follow-up work and profit realization
When the system is in operation, the finance team should document real effects through:
- Monthly measurement of time spent on document control, reconciliation and reporting.
- Updated process descriptions showing new responsibilities and level of automation.
- Active use of insights from accounting dashboard to identify further improvements.
Combine the migration with clear profit follow-up, and ReAI can provide added value in the form of faster processes, better data flow and higher quality in financial reporting.