Best Apps for CPAs and Bookkeepers: What Firms Use
There are a lot of apps promising to make accounting firms more efficient. But which ones are CPAs and bookkeepers actually using and recommending?
In this episode of the Financially Fit Business podcast, I talk with Gary DeHart, publisher and managing partner of Insightful Accountant, about results from their survey of accounting professionals.
We look at some of the top apps across categories including accounting, bill pay, payroll, client portals, expense management, e-signatures, reporting, CRM, time tracking and document management.
If you’re evaluating technology for your firm or helping clients make better technology decisions, this conversation gives you a useful look at what other accounting professionals are choosing.
Which Accounting Apps Are Firms Actually Using?
One thing I found interesting about Gary’s data is that the survey didn’t simply look at which applications people knew about. It looked at which apps respondents listed, actually used and referred to others.
That distinction matters. An app can have great marketing, but seeing what accounting professionals actually use with their firms and clients gives us another perspective.
QuickBooks Online Continues to Lead
It probably won’t surprise many accounting professionals that QuickBooks Online was at the top. Gary said approximately 93% of the survey respondents used and supported QuickBooks Online.
QuickBooks Desktop hasn’t disappeared either. Gary noted that a significant portion of respondents still supported the desktop product.
Bill Pay and AP Automation
Outside of the general ledger category, bill pay and accounts payable automation stood out.
BILL was the leading application in this category, with approximately 62% of respondents listing it as the AP automation application they use. It also led among applications respondents referred to others.
Payroll, Client Portals and Expense Management
As Gary worked through the survey categories, several other applications rose to the top.
- Payroll: Gusto
- Client portals: Dext
- Expense and receipt capture: QuickBooks Online was the most listed and used, while Ramp was the most referred
- Tax forms such as W-2s and 1099s: Tax1099
- Proposal and contract management: Anchor
- E-signatures: DocuSign
- Reporting: Reach Reporting
- CRM and client contacts: Method CRM
- Timekeeping and time tracking: QuickBooks Time
- Document management: Dropbox
The differences between what’s used and what’s referred can be particularly revealing. For expense and receipt capture, for example, QuickBooks Online led in usage while Ramp led in referrals.
Integration and Convenience Matter
Why do some familiar applications continue to perform so well even when there are many specialized alternatives?
Convenience may be part of the answer.
We discussed QuickBooks Time as an example. If a firm or its clients are already using QuickBooks Online, using another tool that’s already part of that ecosystem can make life easier.
The same principle is worth considering whenever you’re evaluating technology. The application with the longest feature list isn’t necessarily the best fit. Think about how it works with the systems you and your clients already use.
AI Is Becoming Part of the Accounting Technology Conversation
There’s another category that’s moving quickly: artificial intelligence.
AI wasn’t included in this particular survey, but Gary expects it to become an increasingly important part of the technology accounting professionals use. The challenge is that adoption is changing so quickly that survey results can become outdated fast.
As you evaluate AI tools, remember that convenience isn’t the only consideration. Think carefully about the information you’re putting into any technology platform, particularly when you’re working with sensitive client and financial information.
Choose Technology Based on What You Need It to Do
A list of popular apps is a useful starting point, but popularity alone shouldn’t determine what you use.
Look at the problem you’re trying to solve. Consider how the application fits with your existing technology, how your team and clients will use it, and whether it makes your processes simpler or adds another layer of complexity.
Listen to my conversation with Gary for more insight into what accounting professionals are using and recommending today.
Questions to Consider About Accounting Apps
What are some of the most-used apps for CPAs and bookkeepers?
Insightful Accountant’s survey found strong usage across several categories, including QuickBooks Online for accounting, BILL for AP automation, Gusto for payroll, DocuSign for e-signatures and Reach Reporting for reporting. The right combination depends on your firm’s services, workflow and clients.
Should I choose an app because other accounting firms use it?
Popularity can help identify proven options, but it shouldn’t be your only consideration. Look at how an application fits your firm’s workflow, integrates with your existing systems and solves the specific problem you’re trying to address.
Why does integration matter when choosing accounting software?
Using applications that work together can simplify processes and reduce the need to move information between multiple systems. If you’re already using a platform such as QuickBooks Online, compatible tools may make your workflow easier.
Are accounting firms using AI tools?
AI wasn’t included in this particular Insightful Accountant survey, but it’s becoming an increasingly important part of accounting technology. Because AI adoption is changing quickly, firms should evaluate both its usefulness and how sensitive client information is handled.
What’s the best way to evaluate a new accounting app?
Start with the business problem you need to solve. Then consider functionality, integration, ease of use, security and how the application will affect both your team and your clients.