For many CPA firms, technology decisions happen under pressure. There’s a deadline looming, a client demanding faster service or a team struggling with manual processes, and suddenly, another app gets added to the mix. Over time, this reactive approach creates what some firm leaders have called a “Frankenstack”: a patchwork of tools that don’t always talk to each other, drain resources and leave both staff and clients frustrated.
In fact, research from Accounting Today shows nearly 97% of CPA firms say they’re not using tech efficiently, with 43% reporting that technology has actually increased manual work. Meanwhile, around 60% of mid-sized CPA firms describe their tech environment as fragmented, making it difficult to deliver consistent client service.
The Case for Rethinking Tech Selection
The truth is, technology should be a driver of efficiency, not a source of friction. But that only happens when tools are selected intentionally, in the right sequence and with the firm’s core operations – not the latest shiny app – at the center of the decision-making process.
Too often, firms focus on tools that solve narrow problems without thinking about how they’ll integrate into the broader ecosystem. For example, adding a bill pay tool before addressing the underlying accounting platform can create unnecessary workarounds. Or selecting workflow automation before defining the firm’s core processes can lead to mismatched solutions that underdeliver.
Building from the Ground Up
A more strategic approach starts by mapping the firm’s essential functions and layering technology to support them in logical order. At the foundation are the core systems: tax prep software, accounting ledgers and the cloud infrastructure that ties it all together. These choices shape what comes next — from practice management and workflow tools to client engagement platforms and, eventually, specialized service-line apps.
CPA.com and AICPA have underscored this in their technology guides, noting that firms that start with a solid core platform are better positioned to add AI, automation and analytics down the line without creating security or compliance headaches.
Why Order Matters
Consider the example of client engagement technology. It’s tempting to start here because it feels like a quick win — after all, better proposals and streamlined sign-offs can improve realization rates. But if your practice management or workflow systems aren’t aligned, even the best engagement platform can create duplicate work, errors or confusion about scope.
Or take AI: Gartner reports that poor data quality costs organizations an average of $12.9 million per year. Rolling out AI without first addressing data hygiene, security and integration can amplify inefficiencies instead of solving them. That’s why firms need a strong core before adding intelligence layers.
What a Smarter Path Looks Like
It’s not about more tools. It’s about the right tools, used in the right order, for the right reasons:
- Begin with core systems that support your firm’s operations
- Choose practice management and workflow tools that complement the core
- Add client engagement and service-line solutions that enhance, not complicate, processes
- Save efficiency “toppings”, like AI drafting tools or productivity add-ons, for later
This approach builds a stack that’s secure, easier to manage and better aligned with client expectations, which is critical as cyber threats rise and regulations tighten.
The Role of the Right Partner
Technology selection isn’t just about tools — it’s also about strategy. That’s why the right IT partner can make all the difference. Firms that work with a managed services provider familiar with the accounting profession can design cloud environments, security protocols and support models that ensure their tech stack works together, not at odds.
The right MSP brings more than just technical support. They help firms design cloud environments that fit the way accountants actually work, with built-in security, compliance considerations and ongoing optimization. They can also guide firms through tech transitions, provide recommendations based on real-world use cases and ensure systems are working together — not against each other.
For firms looking to eliminate the bolt-on approach, this kind of partnership can make all the difference.
Designing a Stack That Supports the Firm You Want to Be
CPA firms don’t need more apps. They need technology that makes life easier, not harder. That starts with building intentionally, from the ground up — and choosing partners who understand what it takes to get there.
If your firm is ready to simplify and strengthen your tech stack, let’s have a conversation about how Netgain can help.