CPA using office management software to send invoices

The 7 Best Accounting Office Management Tools of 2022

The right management platform can make your job easier and help you better serve your clients. If you manage or own an accounting firm, you know all too well how detrimental having the wrong software can be. With so many options on the market, it can be hard to know which one is right for you. We know you’re busy, so the INI team got together and compiled our list of the pros and cons of the top 7 accounting office management software platforms on the market to help you make the best decision for your business.


The Top 7 Office Management Platforms For Accounting Firms


Karbon is a great tool for accounting firms, as it helps manage deadlines and has a feature that turns emails into tasks. This program is important for financial service providers since most finance-related tasks are completed on a monthly, quarterly, or annual basis. The platform’s built-in CRM feature helps manage and maintain client relationships through information management and automation. Aside from that, this tool also allows firms to send reminders and continue bringing in client business regularly. While these are some of the stronger points of the software, one of the most notable downsides for users is the lack of seamless outbound email integration.



OfficeTools is a comprehensive operations software solution for tax preparers and public accounting offices. This robust software helps manage client information, due dates, staffing needs, project and workflow management, and billing. Since it’s web-based software, it can be accessed from anywhere, at any time, and it has a mobile app for added convenience. It is also highly scalable, so it can be used by small firms with a few staff members, or large firms with hundreds of employees. 

The most noted downside? It has a reported learning curve for beginners in the space and can be expensive for firms with multiple users (with no free trial available).


Xero Practice Manager

Xero Practice Manager is an essential tool for streamlining workflows, timesheets and invoicing. Xero lets you assign work to staff, and track and invoice for time. It can also integrate with other software tools for invoicing, payments, and creating customized reports. It is based on the cloud infrastructure, which allows you to access your data from anywhere in the world. It’s best known for its powerful mobile app, robust time and billing system, and ability to allocate various jobs with specific due dates. 

The downsides to this software tool are: limited access to customer service (there is no telephone number to call), no tools for team collaboration, and can be expensive depending on the level you choose (new and bronze levels are $149/month).


JetPack WorkFlow

Jetpack Workflow brings a great variety of features at a fair price to give your small accounting firm maximum value for your investment. It offers a range of easily accessible features that allow you to assign tasks to team members, set up recurring jobs across client accounts, and set up personalized workflows quickly for the onboarding of new clients. These features are available at an affordable price (starting price is $36/month), making Jetpack Workflow an ideal solution for small accounting firms. 

While it’s still a top pick, there are a few downsides to this software worth noting—it doesn’t have the capability for customizable reports, there is no mobile app, and it does not have any CRM features.



Canopy is a great solution for accounting professionals that are looking for cloud-based management. This tool can help to streamline your firm’s workflow and build out a connected client experience thanks to its versatile array of features like workflow management, document management, billing, and CRM functions. Essentially, all the tools are needed to support your firm's day-to-day business. Plus, the platform starts at just $24 per month, making it affordable too. 

As for cons, the tool itself is reported to have poor customer service and a limited internal search.



TaxDome is an all-in-one practice management platform designed to help accounting firms streamline their workflow and improve efficiency. Accounting firms can manage their client accounts, emails, invoices, and current jobs in one shared space. The platform also includes client-facing tools such as document management, e-signatures, and messages. TaxDome allows firms to provide a seamless experience for their clients while reducing the amount of time spent on administrative tasks. 

With all these great features, though, it is important to highlight some of the reported challenges that users have with TaxDome. These challenges include a lack of notifications about information changes inside the system and issues around customer support availability.


Dext Prepare

Dext Prepare is a SaaS solution that automates the entire pre-accounting process by safely storing receipts, invoices, and bank statements in one single location. All you have to do is scan the document by taking a picture and Dext converts it to an accounting entry.  The Dext text recognition algorithm recognizes and removes duplicates too. A unique tool, also available via your mobile, centralizes all documents and records in one place. With solid 4/5 star ratings and many users over the moon for Dext, it’s worth noting that slight downsides to the software exist. For instance, uploading items can sometimes take a bit longer than desired, and it sometimes misses duplicate uploads which can cause headaches down the line.



TaxWorkFlow offers a number of features that are specifically designed to streamline tax firm operations. For example, the software includes a built-in time tracker that automatically records the time spent on each task. This data can then be used to generate invoices and reports. In addition, TaxWorkFlow offers integration with popular accounting software programs such as QuickBooks and Xero. This allows firms to seamlessly transfer data between systems, saving time and reducing errors. On the other hand, though, TaxWorkFlow does have a few limitations. The tool itself has to be paid annually, which at $1500 is a bit more expensive than other alternatives listed. Additionally, there isn’t any integrated bookkeeping software available and no direct access to your client’s books.


Final Thoughts

Now that you have an idea of the pros and cons of some of the top accounting office management software platforms you’re ready to start streamlining your office's workflows. If you're still not sure which platform is right for you, or if you have any other questions about office management software, don't hesitate to reach out to us. Our team of experts would be happy to help you find the perfect solution for your accounting office.


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Understanding Pub 4557 & How your Managed Service Provider Can Help you Stay Compliant

As a financial institution, you are responsible for safeguarding your client's sensitive information.

One way to do this is to ensure that you are compliant with Pub 4557. This regulation sets forth the minimum requirements for electronic storage of records, including email. It’s important to note that email is not considered a secure method of storing records. It also does not meet compliance requirements. Today we’re honing in on all things Pub 4557, what it is, why it's important, and the exact rules you need to follow to ensure you're compliant.


What is Pub 4557?

Pub 4557 is a document published by the United States Internal Revenue Service (IRS) that outlines the requirements for the electronic filing of tax returns. The purpose of Pub 4557 is to ensure that taxpayers' private information is protected when it is transmitted electronically.

In order to meet the requirements of Pub 4557, taxpayers must use a secure method of transmitting their tax return information to the IRS. This can be accomplished through a secure website, encrypted email, or a secure client portal.


What is needed to comply with Pub 4557?

In order to comply with Pub 4557, your practice must implement physical, technical, and administrative safeguards for storing and transmitting member information. They must also develop and maintain policies and procedures for managing member data.

Some of the specific Pub 4557 rules around data include:

  • Encrypting all confidential member information when it is transmitted electronically.
  • Ensuring that only authorized personnel have access to confidential member information.
  • Physically securing all paper records containing confidential member information or using strong passwords with automatic screen locking to protect digital information.

Implementing a disaster recovery plan in case of a data breach or attack.


What happens when your business is not compliant with Pub 4557?

While there are no specific fines on record for not being Pub 4557 compliant, there are varied consequences. For example, tax preparers who do not comply with Pub 4557 may be subject to penalties, and in the most serious cases, will lose the ability to work with taxpayers.


Why do you need the best in cyber security when you are dealing with people's financial information?

You need the best in cyber security because you are dealing with people's financial information. Financial information is a target for cybercriminals because it can be used to steal money or commit fraud. Additionally, financial information is often personal and sensitive, so it is crucial to protect it from unauthorized access.


How can a Managed Service Provider (MSP) help you comply with Pub 4557?

There are several ways an MSP can help you comply with Pub 4557. First and foremost, your MSP can provide secure storage for all confidential member information. This ensures that only authorized personnel have access to the data and that it is protected from physical theft or damage.

An MSP can also help you meet the requirements for electronically transmitting confidential member information by encrypting all data before it is sent. This step makes it impossible for unauthorized individuals to intercept your client’s sensitive information.

Finally, an MSP can assist you in developing and implementing a disaster recovery plan. This plan will ensure that you are able to quickly and effectively recover from a data breach.


So, why is Pub 4557 compliance so important?

Compliance with Pub 4557 is vital for any tax preparer because it helps protect your client’s sensitive information from falling into the wrong hands. While it's not only important from a security standpoint, compliance with Pub 4557 is also required by law. Businesses that fail to comply with the regulation may be subject to penalties as noted above.


Our Final Thoughts

Overall, Pub 4557 is a vital regulation for any tax preparer because it helps protect sensitive member information from falling into the wrong hands. An MSP can help you meet the requirements of Pub 4557 by providing secure storage for your data. This includes encrypting all confidential information before it is transmitted and assisting you in developing a disaster recovery plan. Compliance with Pub 4557 is important from a security standpoint and is also required by law. Businesses that fail to comply with the regulation may be subject to fines and other penalties. Therefore, it is crucial that you work with an MSP who can help you ensure compliance with Pub 4557.

If you have any questions about Pub 4557 or how we at Intuitive Networks can help you meet compliance requirements. Please contact us today! We would be happy to answer any of your questions and help you ensure you are compliant.

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