What to Know Before Implementing an Accounting System? Miłosz Mazurek

The ongoing digital transformation of business, increasingly complex accounting regulations, and legislative changes—such as the introduction of mandatory e-invoicing systems—are driving more companies to adopt accounting software. These systems not only streamline day-to-day operations but also help avoid errors related to manual invoicing or report generation.

And they are right to do so. Analyses from the past year clearly show that digitalization and automation of accounting processes, especially in areas like invoice recognition through RPA (Robotic Process Automation) and AI-powered data analysis, can significantly boost efficiency (Pargmann et al., 2023).

As an ERP systems consultant, I observe this trend firsthand. Month by month, I receive more inquiries about solutions like Microsoft Dynamics 365 Business Central, whose accounting modules have recently surged in popularity. The right software can have a tangible impact on a company’s efficiency. However, deciding on the system is just the beginning. What happens during and after implementation is crucial. Here are some key aspects to keep in mind…

Choosing an Accounting System is Not Everything

A client asks about an accounting system, and the conversation typically starts with functionality, pricing, and licenses… but it rarely ends there. More often than not, their primary concerns lie elsewhere: what additional features can be integrated, how the system will impact their daily operations, whether it complies with industry regulations, and most importantly—how easily it can be tailored to their company’s specific needs.

From my experience, clients are looking for more than just an accounting tool—they expect comprehensive support, automation, and the ability to integrate with other systems. These are the real challenges that need to be addressed when implementing an accounting system. So, what else is important?

What Does the Implementation of an Accounting System Involve?

Localization – Clients often choose systems from foreign vendors, such as Microsoft Business Central. These are large ERP systems where accounting is just one of the supported modules. The key advantages of such systems are stability, security, and regular updates of features. However, by their nature, they do not include all the regulations applicable in Poland. The need for adjustments is built into the system’s design. This is where “localizations” come into play. Localizations are system extensions that ensure compliance with regulations in Poland and the EU.

Customization – Every business has its own specifics and unique needs. It’s unlikely that all companies will use ERP systems in the same way. Customization includes not only configuration tailored to the client’s needs but also personalized document templates, reports, and bespoke programming solutions. A client may need specific functionality that is not part of the chosen ERP system’s standard package—an experienced implementation company should be able to deliver such solutions.

Integration – An ERP system is not a standalone entity. The synergy effect is achieved through integration with other solutions in the organization. Integration can involve banking systems, government systems, client software, or devices supporting production, warehousing, and sales processes. Thanks to integration, there is no need for manual data entry, and data is exchanged in real-time. This increases work efficiency and reduces the risk of errors.

Digital Transformation – Many processes still used in companies today were developed in an era when computers were considered science fiction. Implementing and modifying an ERP system is a great opportunity to digitize these processes. Manual data entry can be partially automated through OCR solutions (e.g., Saldeo). Full automation is possible with EDI solutions. Digital transformation on the output side includes electronic versions of invoices, receipts, and other documents that can be digitized.

Consultancy – Users navigating through the maze of changing conditions might find it difficult to choose the right technological solutions, especially when faced with complex accounting systems. Such situations often lead to information overload, making it harder to make informed decisions. That’s when expert advice becomes crucial. Proper consultancy helps understand the available options and their consequences, allowing companies to choose solutions that not only meet current needs but also prepare the business for future changes in a dynamic legal and technological environment.

Post-Implementation Support – Last but not least, client support does not end when the system goes live. Changing regulations, requirements, and company needs create new demands. A flexible system, open to modifications and upgrades, is key. Technical support plays a crucial role throughout the system’s lifecycle, offering assistance with any additional questions and keeping clients informed about upcoming updates and promotions.

Is It Worth Digitalizing Accounting?

It’s definitely worth considering. The range of accounting systems on the market is not only extensive but also well-proven. Numerous case studies of companies successfully using such solutions confirm that investing in digitalizing accounting brings real benefits—such as error reduction, process streamlining, and better control over finances.

However, accounting digitalization shouldn’t be viewed in isolation from other business processes. If you’re thinking about automating your accounting, it’s worth considering whether to opt for a system that can also improve other processes, centralizing all company data in one place.

This forward-thinking approach opens the door to supporting additional processes as your business grows or expands into new markets.

And what if you have concerns that I haven’t mentioned here? You can always reach out to me. I’m happy to share my experience.