Accounting disruptions can strike without warning. Whether it’s a provider suddenly shutting down, platform glitches, or other unforeseen issues, these disruptions can leave your business scrambling. With cases like the sudden closure of Bench, which left businesses without their books, it’s more apparent than ever that entrepreneurs and business owners need a plan to safeguard their financial processes.
Here’s how you can future-proof your accounting systems to ensure business continuity and long-term financial stability.
1. Regularly Back Up Your Data
Treat your financial data as the lifeblood of your business, because that’s exactly what it is. If your accounting platform goes offline or a provider closes its doors, having access to your financial records could make all the difference.
Actionable Tip:
Schedule regular backups of all your accounting data. Most accounting software allows you to export records as CSV or PDF files. Store these backups securely—using a combination of cloud storage and physical storage (like an encrypted USB drive)—to ensure redundancy.
2. Choose Scalable Software Platforms
Look for accounting solutions that grow with your business. The wrong choice of platform could leave you stuck with an outdated system or a service unable to handle your operations down the line.
Things to Consider When Vetting Platforms:
- Does the platform handle your current accounting needs?
- Does it offer scalability to support future growth?
- Is the user interface intuitive enough for your team?
- Does it seamlessly integrate with other software (like CRMs or payroll programs)?
Opt for platforms that offer flexibility and regular updates, so you’re prepared as your business evolves.
3. Vet Providers for Reliability
Before committing to an accounting service or software, dig into its reputation and track record. How long has the provider been in business? Do they have a history of service disruptions, closures, or security issues?
Actionable Tip:
Read customer reviews, check forums, and ask for references if needed. Reliable, well-established providers with robust systems are better equipped to provide long-term stability.
4. Maintain Offline Records
Businesses dependent entirely on cloud-based solutions risk losing access during service interruptions or closures. Keeping physical records of essential financial data can serve as a safety net.
Key Offline Records to Maintain:
- Copies of tax filings
- Bank statements
- Payroll summaries
- Contracts and invoices
These paper-based records can help bridge the gap if your digital tools go offline.
5. Create an Emergency Plan
Planning for accounting emergencies ensures you’ll have clear steps to follow if disruptions occur. Dedicate time as a team to formalize what should happen in unexpected situations.
What Your Emergency Plan Should Include:
- Steps to access or retrieve backup data
- Contact information for accounting support professionals (consider having an outsourced or on-call accountant as part of your plan)
- Alternative tools or platforms ready to use in case you need to migrate your data
Testing your emergency plan regularly can help ensure a smooth transition if disruptions arise.
Unforeseen disruptions in accounting can threaten your business—but with proactive planning, you can mitigate risks and ensure continuity. By backing up data, choosing reliable providers, and maintaining offline records, you build a foundation that protects your financial health.
Want to learn more about preparing your business for accounting challenges? Feel free to reach out—we’re always here to help entrepreneurs and business owners secure their financial stability.
