Accounting Software Implementation Services for Growing Businesses.
Implementing new accounting software is more than a technical setup, it’s a foundational business decision. Certum Solutions helps businesses implement accounting systems that are accurate, scalable, and built for real-world operations.
✓ Serving Nationwide in the U.S.
✓ Free Consultations
✓ Certified QuickBooks ProAdvisor, Odoo Certified Partner, Xero Bronze Partner
99%
Client Satisfaction
500+
Successful Implementations
25yrs.
Experience
What Is Accounting Software Implementation?
Accounting software implementation is the strategic process of selecting, configuring, migrating data, and launching a new accounting system that aligns with how your business actually operates; not just how the software vendor thinks you should operate. Unlike basic software setup (which simply turns the system on), proper implementation ensures:
Clean financial data from day one; No garbage in, garbage out
Accurate reporting you can trust; Real numbers for real decisions
Correct workflows for AP/AR, payroll, inventory, & month-end close
Long-term adoption: Your team actually uses it
Scalability; System grows with your business, not against it
The difference between setup and implementation is the difference between owning accounting software and having an accounting system that works.
When Businesses Need Accounting Software Implementation Help
Most companies come to us when they're experiencing one or more of these critical issues:
Red Flags Your Accounting System Needs Professional Implementation
✔️ Month-end close takes longer than 10 business days; Should take 3-5 days max
✔️ Financial reports don't match between systems; Different numbers from different sources
✔️ You rely on spreadsheets to get accurate data; The system should produce reports, not raw data
✔️ Manual processes that don't scale; What worked at $2M doesn't work at $10M
✔️ Failed or abandoned software rollout; Tried implementing yourself and it didn't stick
✔️ Your CPA says "we'll fix this at tax time"; Band-aids, not solutions
✔️ Outgrowing QuickBooks or legacy tools; System crashes, slows down, or hits user limits
✔️ Can't get profit by customer, product, or channel; Revenue yes, profitability no
✔️ Different departments have different "truth"; Sales says one thing, accounting says another
If your accounting system feels like it's working against you instead of for you, implementation support is the missing piece.
Is Your Business Ready for Implementation?
Answer these 5 questions:
Does your month-end close take longer than 10 business days?
Do you rely on spreadsheets to create accurate financial reports?
Has your revenue doubled but your accounting system stayed the same?
Do different departments have conflicting financial data?
Did your last software "setup" take under 2 weeks?
If you answered YES to 2 or more: You need professional implementation, not just software.
We maintain official partnerships and certifications with leading accounting platforms, ensuring you receive expert implementation backed by vendor support.
Our Accounting Software Implementation Process
We don't believe in one-size-fits-all setups. Our implementation approach is structured, documented, and designed around your business reality; not a software vendor's ideal workflow.
-
We evaluate your current accounting processes, reporting needs, and system gaps before touching any software.
What we analyze:
Chart of accounts structure and health
Current workflow bottlenecks (AP, AR, close process, reporting)
Integration requirements (payroll, inventory, CRM, e-commerce)
Reporting requirements for management and decision-making
Internal team readiness and change management needs
Data quality and migration challenges
Deliverable: System requirements document and implementation roadmap
-
If you're choosing a new accounting platform (or confirming your current choice is right), we help you select and design the correct solution based on:
Business size and complexity — Revenue, transaction volume, entities
Industry-specific requirements — Construction job costing vs. e-commerce SKU tracking
Integration ecosystem — What you're connecting to (Shopify, Salesforce, payroll, etc.)
Future growth trajectory — Where you'll be in 2-3 years, not just today
Total cost of ownership — Software + implementation + ongoing maintenance
This step prevents the costly mistake of implementing the wrong platform and having to start over 12-18 months later.
Common migrations we guide:
QuickBooks Desktop → QuickBooks Online
QuickBooks → Xero
QuickBooks → Odoo ERP
Multiple disparate systems → Unified platform
Legacy system → Modern cloud accounting
-
We configure your accounting system correctly from day one, including:
Chart of Accounts Structure
Designed for your business model (not copied from templates)
Supports departmental, location, and project tracking as needed
Enables the reports leadership actually wants to see
Workflow Design
Accounts payable automation and approval routing
Accounts receivable and collections processes
Payroll integration and expense management
Month-end close procedures and checklists
User Access & Security
Role-based permissions (finance team, operations, executives)
Separation of duties and audit controls
Multi-factor authentication and security best practices
Reporting Configuration
Management dashboards (P&L, cash flow, KPIs)
Department/location/project profitability reports
Custom reports for board meetings and investor updates
-
Clean data matters. We handle migration with controls in place to protect accuracy; because "garbage in, garbage out" is real.
Our migration process includes:
Historical data mapping — Understanding what migrates and what doesn't
Opening balance validation — Ensuring you start with accurate numbers
Multi-level reconciliation — Bank accounts, AR, AP, inventory all verified
Test migration first — Never go live without testing data accuracy
Parallel processing period — Run old and new systems simultaneously to verify
We migrate from:
QuickBooks Desktop, Enterprise, or Online
Excel spreadsheets and manual systems
Xero, FreshBooks, Wave, Zoho Books
Legacy ERP systems
Industry-specific accounting tools
What we don't do: Rush data migration and hope it works. We verify every number.
-
Implementation fails when teams aren't properly trained. We provide comprehensive training so your team actually adopts the new system.
Training includes:
Role-based training — AP clerk learns different things than the CFO
Hands-on workshops — Practice in real system, not just watch demos
Process documentation — Written guides for daily, monthly, annual tasks
Video tutorials — On-demand training library for new hires
Office hours — Post-launch Q&A sessions for the first 30 days
Go-Live Support:
Dedicated implementation manager during transition
First month-end close assistance add-on
Troubleshooting and quick fixes
System optimization based on real-world usage
Post-Implementation:
14-day check-in to address issues
30-day optimization review
Ongoing support options available
When Accounting Systems Need to Connect to Operations
As businesses grow, accounting platforms must integrate with inventory, payroll, ecommerce, and reporting systems. Technology Consulting ensures financial data flows correctly across your business systems.
Accounting Platforms We Implement & Support
We're platform-agnostic. Our goal is to implement what works best for your business, not sell you what we're most comfortable with.
Cloud Accounting Platforms
QuickBooks Online
Industry standard for small to mid-sized businesses with customizable automation and reporting.
Best for:
$500K-$10M revenue
Single entity
Service businesses
Simple inventory
Odoo ERP
Open-source end-to-end business management covering accounting, inventory, CRM, e-commerce, and manufacturing.
Best for:
$5M+ revenue
Multi-location
Manufacturing
Complex operations
E-commerce
Xero Accounting
Cloud-based accounting designed for small and growing businesses with strong third-party integrations.
Best for:
$500K-$5M revenue
International operations
Multi-currency needs
App-heavy workflows
Wave Accounting
Free cloud accounting for solopreneurs and very small businesses.
Best for:
Under $500K revenue
Simple needs
Budget-conscious startups
Enterprise & Industry-Specific Systems
QuickBooks Desktop Enterprise — Multi-location, advanced inventory, job costing
Sage Intacct — Multi-entity consolidations, advanced reporting
NetSuite — Enterprise ERP for $50M+ businesses
Industry-specific platforms — Construction, nonprofit, healthcare, manufacturing
Not sure which platform is best for your business?
We evaluate your requirements and recommend the right solution without vendor bias.
Implementation vs. ERP: What's the Difference?
We're often asked: "Do I need accounting software implementation or full ERP implementation?" Here's the distinction:
Accounting Software Implementation Focuses On:
✓ Financial systems: General ledger, AP, AR, payroll
✓ Accounting accuracy: Chart of accounts, close process, reporting
✓ Financial workflows: How money moves through your business
✓ Financial reporting: P&L, balance sheet, cash flow, KPIs
Best for: Service businesses, professional firms, simple product businesses
ERP Implementation Focuses On:
✓ End-to-end business operations: Everything, not just accounting
✓ Inventory & manufacturing: Work orders, BOMs, production planning
✓ Supply chain: Purchasing, warehousing, fulfillment
✓ CRM and sales: Customer management, pipeline, quoting
✓ Multi-module integration: All departments on one platform
Best for: Manufacturing, distribution, e-commerce, complex operations
Not sure which you need?
We assess your operations and guide you to the right solution. Sometimes you need accounting software with smart integrations. Sometimes you need full ERP. We'll tell you honestly which path makes sense.
QuickBooks is one of the most widely used accounting platforms for small and mid-sized businesses; but incorrect setup is one of the most common causes of inaccurate reporting, workflow chaos, and expensive year-end cleanups.
Certum Solutions provides professional QuickBooks implementation services to ensure your system is configured correctly from day one and built to scale as you grow.
Our QuickBooks Implementation Expertise
We support businesses implementing or re-implementing:
QuickBooks Online Advanced:
Advanced reporting, custom user permissions, dedicated support
QuickBooks Desktop & QB Enterprise:
Robust inventory, job costing, advanced features
Intuit Enterprise Solutions:
Multi-location, consolidated reporting, custom workflows
QuickBooks Online:
Cloud-based, multi-user access, mobile-friendly
20+ Years of QuickBooks Experience
What Our Clients Say
“They are transparent and honest. Unlike other companies that will simply nod and say they can do it all, Certum will ensure that the client is aware of limitations or incompatibilities early on, further helping establish expectations before the project is afoot.”
— FreyCo CEO, James Frey Accounting Implementation Pricing & Timeline
What You Can Expect to Invest
We believe in transparent pricing. While every business is unique, here are typical investment ranges:
QuickBooks Implementation
QuickBooks Online (Basic)
- Investment: $
- Timeline: 4-6 weeks
- Best for: Service businesses, $2M revenue, simple workflows
- Includes: Chart of accounts setup, basic integrations (1-2), data migration, user training
QuickBooks Online Advanced
- Investment: $$
- Timeline: Typically 6-10 weeks
- Best for: Growing companies, $2M-$10M revenue, multi-user needs
- Includes: Custom workflows, advanced reporting, multiple integrations, class/location tracking
QuickBooks Enterprise
- Investment: $$$
- Timeline: Typically 8-14 weeks
- Best for: $5M-$50M revenue, inventory, multi-location
- Includes: Full configuration, inventory setup, advanced integrations, custom reports, job costing
ERP & Advanced Systems
Odoo ERP Implementation
- Investment: $$$
- Timeline: 12-20 weeks
- Best for: Complex operations, multiple entities, manufacturing, e-commerce
- Includes: Full ERP modules (accounting, inventory, CRM, manufacturing), custom development, training
Recovery Services
Project Recovery/Cleanup
- Investment: $-$$
- Timeline: Typically 6-12 weeks
- Includes: System audit, corrections, data cleanup, stabilization, training
What Affects Your Investment?
Pricing varies based on:
- Number of legal entities and bank accounts
- Transaction volume (monthly transactions processed)
- Integrations needed (each integration adds $1,000-$5,000)
- Historical data volume (years of data to migrate)
- Custom reporting requirements
- Industry-specific needs (construction, manufacturing, etc.)
- Urgency of timeline
How to Get Your Custom Quote
- Schedule a 30-minute discovery call (free)
- We assess your needs (current system, pain points, requirements)
- Receive detailed proposal within 48 hours (scope, timeline, investment)
- Review and adjust (we'll refine based on your feedback)
- Start implementation (typically within 2 weeks of approval)
Why Implementation Investment Pays for Itself
Most businesses recoup their implementation investment within 6-12 months through measurable improvements:
-
Typical improvements we see:
Month-end close: 15 days → 5 days = 10 days saved per month
Manual reconciliation eliminated:20-40 hours/month saved
AP/AR automation:15-30 hours/month saved
ROI calculation:
If your accounting team costs $75/hour, saving 45 hours/month = $40,500/year in labor savingsA $15,000 implementation can pay for itself in 4-5 months from efficiency alone.
-
What proper implementation prevents:
❌ Tax penalties from inaccurate books ($15,000-$50,000 average penalty)
❌ Emergency CPA cleanup fees ($10,000-$30,000/year)
❌ Cash flow surprises requiring expensive short-term financing
❌ Failed audits and investor/lender concerns
❌ Bad business decisions based on wrong data
Avoiding one tax penalty pays for most implementations.
-
Proper implementation enables:
✓ Scale without adding accounting headcount — System does the work
✓ Make data-driven decisions in real-time — Don't wait 3 weeks for reports
✓ Close books fast enough to capitalize on opportunities — See what's working now
✓ Know true profitability by customer/product/channel — Stop guessingWhat's it worth to know which products, customers, or locations are actually profitable?
-
Businesses that delay proper implementation typically spend:
💸 $10,000-$30,000/year on cleanup accounting services
💸 $5,000-$15,000/year on manual workarounds and band-aid tools
💸 $15,000-$50,000 on tax penalties from inaccurate books
💸 Countless hours in frustrated staff time and delayed decisions
The question isn't "Can we afford implementation?"
The question is "How much is our broken system costing us every month?"
Calculate Your Hidden Costs - Free Assessment
Team Expertise You Can Trust
Businesses choose Certum because we combine accounting expertise, systems knowledge, & real-world operational experience. We don’t just implement software; we help businesses actually use it successfully. Our implementation team includes:
✓ Accounting consultants who understand complex financial operations
✓ Accounting professionals who know GAAP and audit requirements
✓ Certified systems administrators with deep platform expertise
✓ Industry specialists in manufacturing, distribution, e-commerce, construction
✓ QuickBooks ProAdvisor Advanced Certification: Top 5% nationally
✓ Odoo Official Partner: Certified for all odoo modules
✓ 15+ years of accounting system implementation experience
✓ 500+ successful implementations across 15+ industries
✓ Zero failed go-lives in our company history
✓ 98% client satisfaction rating (Google & Clutch reviews)
Our Implementation Philosophy
We're platform-agnostic.
Our job is to implement what works best for your business, not sell you what we're most comfortable with.
We're transparent.
If your needs exceed a platform's capabilities, we'll tell you upfront; not after you've invested time and money.
We're accountable.
We stand behind our implementations. If something isn't working correctly, we make it right.
We focus on adoption.
Implementation success isn't about going live; it's about your team still using the system correctly 12 months later.
Frequently Asked Questions About Accounting Software Implementation
-
Implementation costs vary based on business complexity:
QuickBooks Online (basic): $ for simple businesses with minimal customization
QuickBooks Advanced/Desktop: $$ for multi-user setups with moderate complexity
QuickBooks Enterprise: $$$ for multi-location, inventory, and integrations
ERP Systems (Odoo, NetSuite): $$$$ for complex operations and multiple entities
Project Recovery/Cleanup: $$ for fixing failed implementations
Factors affecting cost: company size, transaction volume, number of integrations, data migration complexity, customization needs, and timeline requirements.
Most businesses recoup this investment within 6-12 months through time savings, error reduction, and better decision-making.
-
Typical timelines by project type:
QuickBooks Online (basic): 4-6 weeks
QuickBooks with integrations: 6-10 weeks
QuickBooks Enterprise: 8-14 weeks
ERP implementation (Odoo, NetSuite): 12-20 weeks
Project recovery/cleanup: 6-10 weeks
Timeline depends on:
Your team's availability for meetings and decisions
Data quality and volume to migrate
Number of integrations required
Complexity of workflows and reporting needs
Change management and training requirements
We provide detailed project timelines during the proposal phase.
-
Setup is technical installation (1-2 weeks, $):
Creating the software account
Adding basic users and settings
Connecting bank feeds
Turning on features
Setup answers: "Can the software turn on?"
Implementation is strategic financial design ($$+):
Designing chart of accounts for your business model
Configuring workflows (AP, AR, payroll, close)
Setting up classes, locations, departments for proper tracking
Integrating with other business systems
Migrating historical data accurately
Building custom reports for decision-making
Training team on correct usage
Implementation answers: "Will this system run my business correctly and produce accurate financials?"
Most QuickBooks failures happen because businesses did setup, not implementation.
-
Yes. We specialize in clean data migration with accuracy controls in place.
We migrate from:
QuickBooks Desktop → QuickBooks Online (or vice versa)
QuickBooks → Xero
QuickBooks → Odoo ERP
Excel/spreadsheets → Any platform
Xero, FreshBooks, Wave → Other systems
Legacy systems → Modern cloud accounting
Our migration process includes:
Data mapping — Understanding what transfers and what doesn't
Test migration — Practice run to identify issues
Opening balance validation — Ensuring accurate starting point
Multi-level reconciliation — Verifying every number
Parallel processing — Running old and new systems simultaneously
Final cutover — Smooth transition with minimal disruption
We don't rush migrations. We verify accuracy at every step.
-
Absolutely. Training is critical to implementation success.
Our training add on sessions includes:
Role-based training — AP staff learns different things than the CFO
Hands-on workshops — Practice in the real system, not just watch demos
Process documentation — Written guides for daily, monthly, and annual tasks
Video tutorials — On-demand library for reference and new hires
Office hours — Post-launch Q&A sessions for first 30-60 days
Follow-up sessions — Additional training as needed
Training formats available:
Virtual (Zoom/Teams) — Most common, very effective
On-site — For larger implementations or complex training needs
Hybrid — Combination based on team preference
Training is not optional in our implementations, all implementations come with basic training sessions and the option to add deeper training on. Untrained teams = failed implementations.
-
Yes. Integration is critical for modern accounting operations.
Common integrations we build:
E-commerce & Sales:
Shopify, WooCommerce, Amazon, eBay
Square, Stripe, PayPal payment processors
Custom shopping carts and marketplaces
Payroll & HR:
Gusto, ADP, Paychex
BambooHR, Rippling
Time tracking (TSheets, Clockify, Harvest)
Inventory & Operations:
Cin7, Fishbowl, Trade
CRM & Sales:
Salesforce, HubSpot, Pipedrive
Custom CRM integrations
Proposal and quoting tools
Banking & Payments:
Bank feed automation (all major banks)
Bill.com, Melio for AP automation
Payment processors and merchant services
Reporting & Analytics:
Excel, Google Sheets for data export
Business intelligence tools (Tableau, Power BI)
Custom dashboards and KPI tracking
Other Business Tools:
Receipt scanning (Dext, Hubdoc)
Expense management (Expensify, Concur)
Project management (Asana, Monday.com)
Each integration typically adds $ to implementation cost depending on complexity.
-
Yes. Many clients transition to ongoing accounting support after implementation.
Post-implementation support options:
Monthly Accounting Services:
Month-end close assistance
Reconciliations and cleanup
Financial reporting and analysis
Controller-level support
CFO advisory services
System Optimization & Maintenance:
Quarterly system health checks
Workflow improvements as business evolves
New integration setup
Additional user training
Software updates and upgrades
On-Demand Support:
Hourly consulting for questions and issues
Project-based work (new integrations, reports, etc.)
Annual tune-ups and optimization
-
It depends on your business size, complexity, and growth trajectory.
QuickBooks is excellent when:
Single legal entity
Simple to moderate transaction volume (<5,000/month)
One or two sales channels
Basic inventory or no inventory
Straightforward month-end close
Consider alternatives when:
Multiple entities requiring consolidation
High transaction volume (>10,000/month)
Complex inventory (lot tracking, landed cost, manufacturing)
Multi-location with consolidated reporting needs
Month-end close takes >10 days
Relying on spreadsheets to get accurate data
We'll tell you honestly if QuickBooks isn't the right fit. Our job is to implement what works, not sell you software.
-
We've successfully implemented accounting systems across diverse industries:
Primary industries:
Manufacturing (discrete and process)
Distribution and wholesale
Professional services (consulting, legal, accounting)
E-commerce and retail
Construction and contracting
Healthcare and medical practices
Nonprofit organizations
Technology and SaaS companies
We don't claim to be experts in every industry, but we understand accounting fundamentals and adapt to industry-specific requirements.
If your industry has unique needs (job costing, grant tracking, project accounting), we'll ensure the system is configured correctly for your specific workflows.
-
Use this comprehensive checklist to ensure your implementation succeeds:
Before You Start
Document current accounting processes and pain points
Identify all systems needing integration (payroll, inventory, CRM, e-commerce)
Gather 12-24 months of financial data for migration
Define reporting requirements (what reports does leadership need?)
Assign internal implementation champion
Set realistic timeline and budget expectations
Get executive buy-in and support
During Platform Selection (if choosing new software)
Evaluate 3-5 platforms against your specific requirements
Request demos focused on YOUR workflows, not generic features
Verify integration compatibility with existing tools
Confirm platform can handle your transaction volume
Understand total cost of ownership (software + implementation + ongoing)
Review security, compliance, and backup capabilities
Check references from similar-sized businesses in your industry
During Implementation
Chart of accounts designed for your business model (not generic templates)
User roles and permissions configured with proper security
Workflows mapped for AP, AR, payroll, inventory, month-end close
Integrations built and thoroughly tested
Historical data migrated and fully reconciled
Custom reports built for management decision-making
Team trained on their specific roles (not just generic overview)
Go-live plan with rollback option prepared
First month-end close process documented
After Go-Live
First month-end close completed successfully
All reports producing accurate, trustworthy data
Team comfortable with daily workflows
Integrations running automatically without issues
Backup and security protocols in place
Ongoing support plan established
Process documentation updated and accessible
30-day and 90-day optimization reviews scheduled
Missing steps in this checklist? That's usually why implementations fail.
Ready to Implement Your Accounting Software the Right Way?
Stop fighting with your accounting system. Let's build one that actually works for your business.
✓ Serving: Monroe/Charlotte, NC + Remote clients nationwide
✓ Certum Solutions, Accounting software implementation done right.