Accounting and CPA firms have technology needs that don't fit a generic IT package. Tax season compresses months of work into a few intense weeks. Client data includes Social Security numbers, bank accounts, and income details. And federal rules require many firms to maintain a written information security program.
When a firm evaluates managed IT services, the question isn't just "Will you fix our computers?" It's "Will you support how an accounting firm actually works?" Here's what a complete managed IT arrangement for an accounting firm should include.
1. Tax Season Readiness
The worst time for a server failure, a software update gone wrong, or a slow network is the week of a filing deadline. A strong provider plans around your calendar:
- Major updates and upgrades scheduled before busy season.
- Extra attention to performance and capacity in the weeks before deadlines.
- Faster response commitments during peak periods.
- Seasonal staff set up quickly and removed promptly when the season ends.
2. Support for Tax and Accounting Software
Your provider should be comfortable supporting the professional tax, write-up, document management, and practice management applications you use, and willing to coordinate with those vendors when problems arise.
3. Security Aligned With the FTC Safeguards Rule
The FTC Safeguards Rule requires many accounting and tax firms to maintain a written information security program with specific safeguards. A managed IT provider can't make you compliant on its own, but it should help you implement and document key technical controls, such as:
- Multifactor authentication for anyone accessing client information.
- Encryption of client data in storage and in transit.
- Access controls so staff only see what they need.
- Monitoring and logging of system activity.
- Secure disposal of old devices and data.
Our compliance services can help firms build and maintain their written security plan.
4. Secure Client File Exchange
Clients send tax documents in every way imaginable: email attachments, photos from phones, and paper. Managed IT should include a secure way to receive and share files, such as a client portal or properly configured cloud sharing, and help training staff to steer clients toward it.
5. Email Protection Against Fraud
Accounting firms are frequent targets of phishing and business email compromise, especially during tax season. Expect email filtering, external sender warnings, domain protection, and phishing awareness training that uses realistic examples from the accounting world.
6. Reliable Backups and Recovery
Losing client files or tax data in the middle of the season could be catastrophic. Your provider should back up local and cloud data, protect at least one copy from ransomware, and test restores regularly. Ask specifically whether your tax software's data is included.
7. Remote and Hybrid Work Support
Many firms allow staff to work remotely, especially during long seasonal hours. Managed IT should include secure remote access, laptop encryption, and the ability to lock or erase a lost device.
8. Help Desk Support Your Team Will Actually Use
Accountants are busy. Support should be easy to reach and quick to resolve common issues, so staff aren't tempted to work around problems.
9. Planning and Reporting
Expect regular reviews covering security status, upcoming equipment replacements, software end-of-life dates, and recommendations for the coming year. Partners should get clear, nontechnical summaries.
What Affects Cost
The cost of managed IT for an accounting firm depends on the number of users and devices, the software environment, compliance documentation needs, seasonal staffing, and the level of after-hours support required. A good provider will walk through these factors openly before proposing anything.
Questions to Ask Before Signing
- What other accounting or financial firms do you support?
- How do you prepare for tax season?
- How will you support our written information security program?
- What's included, and what's billed separately?
- How quickly do you respond during our busiest weeks?
Built for Accounting Firms
Maise Technology provides managed IT support for accounting, tax, and financial firms. Learn more on our IT support for financial firms page.
Planning ahead for next tax season? Schedule A 15 Minute Discovery Call.
