Many accounting digitalization systems remind me of an episode from the children’s story Káťa and Škubánek: How to Save Work, where Škubánek bought a robot to avoid work. However, the robot required constant maintenance, oil changes, and care, leaving Káťa and Škubánek spending most of their time managing it.

Although it’s just a story, this is how many attempts at accounting digitalization turn out. Why? The main culprits are poorly chosen software, lack of integration with accounting systems, and improperly designed processes. Let’s break down why this happens and how to avoid these pitfalls:

1. Poorly Chosen System

Often, the people designing or selling accounting systems don’t fully understand accountants’ needs. This leads to tools that:

- Can’t handle proper accounting: Automation without accounting knowledge creates more issues than solutions.

- Are too complicated: If a system takes hours to set up or requires extensive training, it’s a red flag.

- Don’t suit users: If the system confuses accountants or doesn’t align with their workflows, smooth operations are impossible.

Advice: Choose a system designed with accounting practices and user-friendliness in mind. If it feels off from the start, consider another option.

2. Testing Is Key to Success

Many companies rush implementation without proper testing, leading to frustration:

- Faulty systems: Some tools simply don’t work well. Without testing, you risk wasting time and money.

- Unreliable consultants: Sometimes, consultants prioritize profits over functionality, resulting in broken solutions and lost trust.

Advice: Dedicate ample time to a trial period. Involve your accounting team and gather feedback to ensure the tool fits their needs.

3. Expectations vs. Reality

Accountants often expect systems to handle everything, as if they were full-fledged accountants themselves. Even the best systems, however:

- Make mistakes: Automation reduces errors but doesn’t eliminate them entirely.

- Need oversight: Systems must be “taught,” monitored, and tailored to the company’s specific needs.

- Aren’t all-powerful: Saving time doesn’t mean the system will handle every task.

Advice: Set realistic expectations. The system will streamline work but won’t completely replace accountants.

4. Process and Habit Changes

The biggest challenge isn’t the system itself but adapting processes and breaking old habits. Accountants who have worked one way for years need to adjust:

- The first two months are the hardest: This is when discomfort and frustration are most common—not because the system is flawed but due to natural adjustment.

- Team adaptation: Like onboarding a new employee, it takes time for a system to “settle in.”

Advice: Give it time. Just as a junior accountant needs 2–3 months to work independently, your team will need time to adapt to a new system.

5. Mindset Is the Foundation

A shift in mindset is crucial. To make accounting digitalization work, you must be willing to:

- Embrace new practices: Without a willingness to try new approaches and adapt, no system will function effectively.

- Engage your team: Every team member must understand their role in the new process and be part of the change.

Why Is It Worth It?

When implemented properly, accounting digitalization offers:

- Time savings: Automation frees up time for more important tasks.

- Better insights: Modern systems provide quicker access to information and easier sharing.

- Job satisfaction: Less routine work and more meaningful tasks bring accountants greater fulfillment.

As the Digitoo.ai team says:

“We’re here for you. Our solutions are designed by accountants, tested by accountants, and continuously improved based on your feedback. While clients once joked that we should pay them, today they’re sending us love letters. This is why we do what we do—for you.”

If you’re considering accounting digitalization, remember: success depends on choosing the right system, allowing time for testing, and being open to change. Start small, and the results will pleasantly surprise you.