"We can't automate accounting—there's judgment involved."
True. Automation handles the busywork so accountants can spend more time on judgment.
Read this in 3 minutes: the 5 fastest wins, what ROI looks like, and the 3 mistakes that kill projects.
The quick summary
Most firms spend 60% of time on non-accounting work (data entry, filing, client admin).
Start with document filing, scheduling/updates, receipt & invoice capture, tax data gathering, and BAS/compliance.
First-year ROI commonly 200–400% when you redeploy time to higher-value work.
Don't make these mistakes: trying to automate everything at once, poor data preparation, and unclear exception procedures.
Where your time really goes
40% data processing (receipts, invoices, filing)
20% client admin (scheduling, status, document exchange)
25% compliance workflows (BAS, reporting, lodgments)
15% actual accounting (analysis, advice, strategy)
Those first three buckets are ideal for automation.
The 5 highest-ROI processes (with real-world results)
1) Receipt & invoice processing
Now: download → extract → categorise → enter (e.g., to Xero/MYOB/QuickBooks)
After: auto-read details → auto-categorise → human checks exceptions
Time: 3.2 min → 0.4 min per receipt (Melbourne, 8,500 receipts/month)
Result: 87% time reduction; errors 4.2% → 0.8%
2) Client scheduling & status updates
Now: phone/email tag; manual calendars; update calls
After: online booking; automated reminders; progress notifications
Time: 12 hrs/week → 2.5 hrs/week (Brisbane firm, 8 staff)
Result: 79% time reduction; +18% client satisfaction
3) Document filing & organisation
Now: download → rename → folder → tracking sheet
After: auto-classification, smart filing, versioning, search by content
Time: 45 min/day → 8 min/day per senior accountant (Adelaide)
Result: 82% time reduction; accuracy 94% → 99.2%
4) Tax return data gathering
Now: questionnaires, chasing info, multiple systems
After: auto-questionnaires, prefills where available, smart reminders
Time: 2.8 hrs → 1.1 hrs per return (Perth, 1,200 returns/year)
Result: 61% time reduction; 60% fewer regulator queries; 45% faster turnaround
5) BAS & compliance reporting
Now: extract → format → review → lodge → update client
After: auto-extract, auto-report, flag exceptions, e-lodge, notify
Time: 4.5 hrs → 1.2 hrs per BAS (Sydney, 150 clients)
Result: 73% time reduction; 95% fewer lodgment errors
10-person firm (conservative):
Investment: $35k–$60k, save 15–25 hrs/week, errors down 60–90%, capacity for +20–40% clients.
Year-1 ROI: ~278% (conservative) to ~482% (aggressive).
The 3 project-killing mistakes (and the fix)
1) Automating everything at once
Why it fails: staff overload, quality dips, clients notice
Do this instead: start with document filing for a quick, low-risk win
2) Poor data quality prep
Why it fails: automations break on messy data
Do this instead: two-week clean-up for naming, folders, supplier data
3) Weak exception handling
Why it fails: no one knows what to do when something looks odd
Do this instead: define clear escalation paths before go-live
Common concerns (and real answers)
"Will clients trust automation?"
Yes—when service is faster and more accurate, with human review and easy escalation.
"Will jobs be replaced?"
Automation removes data entry so accountants do more analysis and advice—the high-margin work.
"Can we stay compliant?"
Yes—automation usually improves audit trails and reduces manual errors (privacy, professional standards, record-keeping).
Which software works best?
Xero: Excellent integration with most automation tools
MYOB: Cloud version integrates well, desktop needs workarounds
QuickBooks: Good for receipt processing and invoice automation
Practice management: XPM and Karbon integrate smoothly
Your 90-day quick-win plan
Month 1: Document management automation (lowest risk, immediate relief)
Month 2: Client scheduling & communications (visible win clients notice)
Month 3: Receipt processing for 3–5 pilot clients (prove it, then scale)
Budget: $15k–$25k for this scope
Expected return: 150–200% in Year-1
Bottom line
Accounting firm automation works because it removes processing, not professional judgment.
Firms seeing 300%+ ROI all do four things:
- Start with high-volume, repetitive work
- Prepare data up front
- Design exceptions clearly
- Roll out gradually with staff input
Start small. Prove value. Expand with confidence.
Want to see your firm's numbers? We'll map your top opportunities and the ROI you can expect in 90 days and 12 months. Start your accounting automation assessment →