Ah, busy season. A point of contention for many CPAs and accounting firms. Even more so for those struggling with the ongoing staffing crisis. It’s the time when work-life balance becomes nearly nonexistent; many hours are spent focused on trying to pry information from clients, preparing tax returns, and, well, just getting through the thick of tax season.
The April 15 deadline dangles like a carrot in front of many firms, teasing accountants that while there’s a light at the end of the tunnel, the journey will be fraught with long hours, lack of sleep, the risk of burnout, tight deadlines, ever-changing tax regulations, client demands, and the list goes on.
Sounds a bit frightful, doesn’t it? What if we told you it doesn’t have to be that way?
With many accountants working upwards of 80 hours or more per week during busy season, streamlining workflows and improving efficiency aren’t just nice-to-haves—they’re a necessity. So, what’s a CPA to do? Find the right combination of apps to help reduce the burden, of course! And we’re here to help. So, let’s get into it.
Get Your Firm in the Cloud
Before we dive into specific apps, let’s talk about the cloud. If your firm has adopted hybrid or remote work models, you should be in the cloud. Why? Because cloud solutions offer enhanced security measures that align with the IRS Security Six requirements, which include:
- Antivirus software
- Firewalls
- Two-factor authentication
- Backup software/services
- Drive encryption
- Virtual private networks (VPNs)
More importantly, cloud-based apps eliminate the need for expensive on-premises installations and maintenance, which reduces both costs and IT headaches during your busiest time of year. Plus, your team has access to important data and the ability to collaborate in real time from anywhere.
A few more benefits of the cloud:
- Accessibility. You can work on tax returns, client files, and projects from anywhere with a secure internet connection.
- Security. Cloud providers offer top-notch encryption and compliance, giving you—and your clients—peace of mind.
- Scalability. Whether you’re a solo CPA or part of a large firm, cloud solutions easily grow with your needs.
So when you begin selecting apps to round out your tax and accounting tech stack, prioritize cloud-based solutions to ensure your team can work efficiently—and securely—from anywhere.
Pro tip: Look for a cloud provider that specializes in accounting. This way, you don’t have to worry about huge updates happening during busy season.
1. Password Security: Fort Knox for Your Firm
Why you need this: If you (and your team) manage multiple passwords (and we know you do!), a password manager is a must-have. From various client portals to financial applications, remembering passwords becomes a significant time drain and—not to mention—a possible security risk.
Benefits of password management:
- Strong password generation. Apps create complex passwords to help fortify account security.
- Centralized management. Multiple passwords are securely stored and managed in one place.
- Reduced risk. Password apps feature encryption and two-factor authentication (2FA) to protect against data breaches.
Top picks:
- 1Password: Safeguard sensitive data, safely share passwords and credentials, and actively track and resolve potential security risks.
- Keeper: Create and share strong passwords, autofill passwords, passkeys and 2FA codes, and monitor data security.
- Bitwarden: Manage strong passwords and passkeys, securely share passwords and sensitive data, and easily integrate into your existing tax and accounting tech stack.
2. Project Management: Because Chaos Is a No-No
Why you need this: Managing multiple deadlines, client requests, and team assignments becomes increasingly complex during busy season. Without a proper project management system in place, critical tasks can slip through the cracks, leading to missed deadlines and, worse, unhappy clients.
Benefits:
- Streamlined workflows. Projects are broken down into manageable tasks, with many tasks automated, negating the need for manual intervention.
- Improved collaboration. Information and updates are communicated in one place, so anyone who needs access to project details can find what they need.
- Managed deadlines. Projects are tracked in real time, so meeting deadlines becomes easier.
Top picks:
- Monday.com: Create customizable workflows with AI, automate tasks, and increase team collaboration.
- FinancialCents: Designed specifically for accountants with features that include task assignment, automation, streamlined workflows, and enhanced communication.
- Jetpack Workflow: Standardize, track, and automate workflow processes, along with team collaboration and document management.
3. Bookkeeping Apps: Let Those Numbers Crunch Themselves
Why you need this: Managing finances during busy season is overwhelming, especially considering the sheer volume of transactions, invoices, and reports you have to handle. Bookkeeping apps help simplify these tasks and provide tools to ensure accuracy and efficiency.
Benefits:
- Task automation. Tools handle invoicing, reconciliation, and expense tracking by reducing manual work.
- Minimized errors. Automated calculations lower the risk of inaccuracies.
- Real-time insights. Apps provide up-to-date financial information to help clients make informed decisions.
Top picks:
- Xero: Offers cloud-based accounting with automated tasks, like managing workpapers and tax preparation, along with collaboration between your team and clients.
- Freshbooks: Provides one central hub for accountants that allows you to onboard bookkeeping clients in one place, offering invoicing and time tracking.
4. Time Tracking: For All Those Billable Hours
Why you need this: Accurate time tracking affects both your bottom line and your resource allocation. Without proper time tracking, you can’t bill accurately or identify where processes can be improved for future busy seasons. (And yes, you should be thinking about future busy seasons during this one.)
Benefits:
- Accurate invoicing. Ensure proper client billing by logging billable hours.
- Enhanced productivity. Optimize workflows with detailed reports that identify inefficiencies.
- Simplified time management. Apps make it easy to allocate time across tasks and clients.
Top picks:
- Toggl Track: Features one-click tracking and idle detection and provides detailed reports.
- Clockify: Track billable and non-billable time, set hourly rates, and even create invoices based on timesheets.
- Harvest: Combines time tracking with invoicing and expense management.
5. Document Management: Your Digital Filing Cabinet
Why you need this: Secure document management isn’t just about organization (anyone remember those shoeboxes full of receipts?). It’s about maintaining client trust and meeting compliance requirements. With sensitive financial data flowing through your firm, proper document management is nonnegotiable.
Benefits:
- Secure storage: Client files are protected with encryption and access controls.
- Quick retrieval. Organized digital filing systems reduce time spent on locating documents.
- Improved collaboration. Teams can seamlessly share and edit files in a secure environment.
Top picks:
- SuiteFiles: Easily search for, edit, and collaborate on client records, as well as create templates to streamline processes.
- IRIS: Scan, organize, store, and share documents; automate client communication via a secure portal; and maintain compliance and data security.
6. Reporting & Analytics: Making Numbers Tell Stories
Why you need this: Modern clients expect more than just compliance work—they want insights that can help their business grow. And what good is data if it just sits there and isn’t being used? Data analytics tools can help you deliver value-added services without the extra time involved.
Benefits:
- Data visualization. Complex data is turned into easy-to-understand charts and graphs.
- Informed decision-making. Apps provide actionable insights so you can help your clients with strategic planning.
- Efficient reporting. Save time with automated and customizable reports from data you already have.
Top picks:
- Fathom: Integrate with your favorite accounting platform to automatically pull insights related to financials, management (for decision-making), and cash flow forecasting.
- Tableau: Create interactive dashboards with large datasets (e.g., spreadsheets, databases, cloud-based applications) for more in-depth financial analysis.
7. All Work & No Play? Not This Busy Season.
Why you need this: It’s not brand new information that busy season takes a toll on mental and physical health. There are many apps—from wellness to food delivery—that can help make this time of year just a little bit better.
Benefits:
- Reduced stress. Curated playlists and guided meditations can help you unwind.
- Improved focus. Taking breaks prevents burnout and boosts concentration.
- Time savings. Food delivery apps let you focus on work while curbing the hangries.
Top picks:
- Spotify: Create and share playlists for entertainment, encouragement, or just some relaxing background music to help your team focus.
- Headspace: Promote positive mental health by using guided meditation to de-stress.
- GrubHub: Save time and fuel your team on those long days with meal deliveries.
Making It All Work Together
Unbearable busy seasons have been the norm for, well, a long time. But having the right applications in place can make a significant difference. Before you start adding apps to your tax and accounting tech stack all willy-nilly, make sure they’re the right fit for you and your firm and that they integrate with the tools you already use. Creating a seamless workflow between these applications can:
- Reduce the amount of manual time spent on data entry and tasks.
- Increase efficiency when time is of the essence.
- Decrease stress on your team and improve work-life balance.
Remember, technology should serve your firm, not the other way around. Choose the tools that best fit your specific needs and workflow, and don’t be afraid to adjust your tech stack as your firm evolves. The most effective tech stack is one that your team will actually use.
While these tools can streamline specific aspects of busy season, there’s an even better solution that can replace multiple apps in your tax and accounting tech stack: SafeSend One. As the ultimate end-to-end solution for tax and accounting firms, SafeSend One offers comprehensive automation of the entire tax process—from gathering to delivery—with features that can replace your document management, eSignatures, client communication tools, and more.
Are you ready to save 15 minutes per return and $12,000 per 1,000 returns? Book a demo with us today.
Here’s to a bearable busy season ahead!