Accounting Firm Productivity Tools & Tips That Truly Save Time

Here’s a sentence you’ve heard a million times before: time is your most valuable asset (alongside a perfectly balanced ledger and a venti with 20 ounces of coffee). But between managing clients, doing the numbers, and navigating an almost never-ending to-do list, it can often feel like there just aren’t enough hours in the day.

That’s when the right accounting firm productivity tools and time-saving strategies come in. 

Think automated workflows that take all repetitive tasks off your plate, shortcuts that make data entry a breeze, and organization hacks that keep your inbox clean and tidy.

Sounds pretty good, right?

This guide is packed with tools and tricks to help you work smarter, not harder. Using these will allow you to take control of your time and finally get through your day without staying late.

Let’s roll and see how you can make your workday work for you.

Improving productivity in an accounting firm

… is possible if you choose the best tools to do so.

Yep. You’ve read that right.

The right tools should do all the heavy lifting and ensure that accountants in your company can efficiently manage client records, reconcile statements, and stay on top of deadlines.

Here are the top 5 factors you should consider when choosing the best productivity software for accountants:

1. Flexibility. Your firm is growing (or at least, that’s the plan, right?). The last thing you need is software that suddenly stops working when you add a few new accountants or clients. The best tools grow with you, no matter if you are a one-person show or running an accounting empire.
2. Integration. Your productivity software should connect and “talk” to your accounting apps, project management tools, and cloud storage apps. The less time you spend jumping between platforms, the more time you have for actual work (and not manual data entry).
3. User-friendliness. If your software requires a 100-page manual and a support hotline, it does nothing for your accounting firm. Great productivity tools are intuitive, easy to navigate, and don’t require a master's degree in software engineering just to create a report. 
4. Cost. Tools with higher costs upfront are worth only if they save you time and boost productivity. Meaning that the features MUST justify the price, saving you money in the long run. The best productivity tools provide significant ROI, increasing your profitability (without breaking the bank).
5. Automation. The best productivity tools handle all the necessary, time-consuming activities you don’t want to deal with, like invoicing, billing, and document management, so you can focus on the stuff that matters, like impressing potential clients.

Now that you know which factors you should consider when selecting productivity software, let’s put some actual tools to the test.

The following list of top 7 accounting tools will be judged based on the previously mentioned factors. Let’s go.

#1 Memtime

Please don’t be surprised to see Memtime take first place.

It’s the one tool that can help you stay on top of your tasks, clients, and deadlines, even during your busy season.

Why?

Memtime is an automatic time tracking tool that runs in the background and captures time spent on different documents, apps, programs, and browsers without disrupting your workflow. The app is built with accountants in mind, allowing you to remember your day and instantly log hours in your accounting software.

How does Memtime do it?

Thanks to its passive time tracking, it logs your time in programs in an automatic timeline so you can see where your time went. There’s no start/stop timer, just stress-free, laid-back time tracking (our tool’s mascot is a sloth for a reason 🦥).

All you need to do is turn on your computer and start working on tasks and projects. Memtime will automatically—and silently—capture all your computer activity. It’s that simple.

Here are some other Memtime features worth mentioning:

• All your computer activity is captured and displayed in 1-60 minute intervals in an automatic timeline so you can visualize how your day unfolds.

• The tool can capture every minute of your phone calls made with specific VoIP services or on your iPhone and display them in a chronological timeline.
• You can turn captured activities into time entries and export them to accounting software (more than one) to sync tasks and projects (here’s a list of tools Memtime integrates with).
• Your data is visible ONLY TO YOU and stored offline on your computer. Not even your boss or client can access it. If time entries are not exported to a project software, users can always download Memtime reports and email them directly to their manager or a customer.
• It’s a desktop application for Windows, macOS, and Linux.

So, how does Memtime sound?

If you need precise time tracking and efficient time management, Memtime is your buddy. It will also improve your billing accuracy (because not a minute will get lost), helping you deliver high-value, properly priced services to clients.

Try Memtime for yourself for 2 weeks; it’s on us.

Don’t question it. Just create a Memtime account (it takes less than 10 seconds to do!), download and install the app. No credit card info needed.

#2 QuickBooks

QuickBooks is a well-known accounting software. It’s designed to help SMBs manage their finances, track income and expenses, run payroll, invoice clients, and more.

The app has 2 main versions:

• QuickBooks Online, which is cloud-based and accessible from anywhere.
• QuickBooks desktop, which is installed locally, and solid in features.

Here are some of QuickBooks (desktop) features worth noting:

• You can automatically import transactions, categorize expenses, and generate reports.
• You can create custom invoices, send them to clients, and accept online payments directly.
• Sync with bank accounts so you can pull transactions and reconcile statements.
• Run payroll, handle tax filings, and issue W-2s and 1099s.
• You can track inventory levels, costs, and sales.
• Generate profit and loss statements, balance sheets, cash flow reports, and custom reports.
• You can track deductible expenses and prepare for tax season with detailed reports.

#3 Google Drive

Google Drive is more than just cloud storage.

You can see it as a collaboration hub and document manager all rolled into one. If you work on sensitive documents and tight deadlines and want a tool that will ensure transparent back-and-forth client communication, Google Drive can give you a hand.

Here’s how you can use Google Drive in your accounting firm:

• Keep all your spreadsheets, client records, financial statements, and receipts in one place.
• You can work on reports, budgets, or reconciliations in real-time with your team or clients; you can add comments and track changes within files.
• If you need to share a tax return or a report, you can just send a link, and you have full control over sharing permissions.
• You can review files on the go; Google Drive keeps everything accessible (all you need is an Internet connection).

#4 Slack

Slack is a messaging app that is also an app for collaboration and workflow management. For accountants, it can be a game-changer if you rely on emails, as it can ensure you’re always in sync with your team and clients.

Here’s how Slack can help you:

• Slack channels allow you to organize conversations by topic, making information, documents, and threads easy to find. You can set up channels for specific clients, projects, or teams.
• Slack integrates with apps you probably use daily, like Google Drive, QuickBooks, Xero, and Trello. You can share financial documents, track tasks, and collaborate on projects without switching between platforms.
• You can send quick messages or start video calls to avoid potential misunderstandings, and you do not have to wait for replies across different platforms.
• Slack allows you to share documents, spreadsheets, and PDFs directly in the chat, which your team can access immediately. You can even leave comments, add feedback, or tag relevant team members.
• Slack automates tasks, as it has reminders, notifications, and updates through workflow automation and integrations with Zapier. You can set up automatic messages to remind you about deadlines, client follow-ups, or important meetings. (Slack bots also help manage repetitive tasks.)
• Slack works across devices, meaning you can access conversations, files, and notifications in the office or on the go.

#5 Onvio Firm Management

Onvio Firm Management is a cloud-based tool designed to help accounting firms manage documents and improve client collaboration, project management, and time and billing processes.

Here are some of its key features:

• The app allows scanning and uploading documents from various apps, storing them in customizable folder structures. You can keep track of document changes, as you can get real-time annotations and comments.
• Onvio has an online portal for communication with clients. Staff and clients can share documents, send messages, and complete tasks through the portal (it’s accessible via web and on mobile).
• You can track tasks’ due dates, assign tasks to staff and clients, manage project budgets, and monitor profitability.
• Since the tool is cloud-based, you can access it from any location.
• If you are worried about Onvio being cloud-based, the company behind it, Thomson Reuters, ensures enterprise-level security measures to protect clients’ financial data and ensure compliance with industry standards.

#6 Adobe Sign

Adobe Sign is an e-signature tool designed to help you sign, track, and manage digital signature workflows. It’s part of the Adobe Document Cloud suite and integrates with many apps.

Here are some of its key features:

• You can upload and send documents for e-signature from within Adobe Sign or directly from apps like Microsoft Word or Outlook. Recipients can sign from any device.
• Adobe Sign lets you track document progress in real-time. You’ll get notifications when someone views, signs, or completes a document.
• The tool allows you to create templates for frequently used forms.
• You can build multi-step workflows, assign signature orders, add approvers, or include form fields.
• It integrates with identity verification services, allowing you to add security measures like passwords, government ID checks, or phone authentication.
• Adobe Sign works across the web and mobile.
• Adobe suggests that the platform comes with high levels of security, audit trails, and compliance certifications.

#7 Evernote

Evernote is a note-taking and organization app that can help you manage tasks, client notes, research, meeting summaries, and supporting documents. It can be especially useful for staying organized during tax season and audit prep.

Here are some of Evernote’s key features:

• You can create and organize notes in notebooks, tag them, and even search for handwritten text in scanned documents. This makes it easier to find client info, receipts, or project notes.
• Evernote allows you to clip web pages, emails, or PDFs directly into your notebooks. You can save articles for research, IRS guidelines, or reference material.
• The mobile app supports scanning receipts and documents with your phone. You can then store them in specific folders or tag them by client or project.
• You can share notebooks or notes with staff or clients for collaboration.
• It syncs across all devices, so you can start notes on your desktop and finish reviewing them on your phone.
• Evernote integrates with tools like Google Drive, Slack, Microsoft Teams, and calendar apps.

5 time-saving tips for accountants

Now that we’ve covered the must-have tools, let’s shift gears to something broader: taking back control of your time. Your job is to make sense of chaos, numbers and ensuring the tax man stays happy. That’s why you’re juggling multiple deadlines, clients, reports, and that one person who still sends receipts in JPEG format.

If you’re looking for tips to save time (not just tools), here are 5 practical, no-fluff tips that’ll help you get things done without breaking a sweat.

#1 Automate repetitive tasks

You know this: repetition kills efficiency. If you find yourself doing the same thing over and over—like invoicing, payroll, or reconciling bank statements—rely on a tool that can automate those tasks for you.

You can even use automation platforms like Zapier to connect your accounting software with other tools you use daily.

#2 Go paperless

If you are still printing out invoices or storing receipts in a file cabinet, you need to stop. Switching to a paperless system means everything’s searchable, shareable, and stored in one place, so you don’t have to dig through piles of paperwork.

You can use document scanning apps (like Adobe Scan) to digitize receipts and store them in the cloud or accounting software.

#3 Create templates for emails and reports

You probably send out a lot of the same emails: reminders for missing documents, monthly updates, thank-you notes, and explanations of common client misconceptions. Save yourself from repetitive typing and create email templates for common scenarios.

The same goes for financial reports. You can build a reusable report template that includes your go-to graphs, KPIs, and client-specific notes.

#4 Block time for deep work

Accounting requires serious focus. But distractions (Slack pings, emails, and calls) steal your flow and your time. Instead of multitasking all day, block off dedicated time for deep work like financial analysis, reconciliations, or tax prep.

Turn off notifications, put your phone on Airplane mode, and give yourself 60-90 minutes to power through. You’ll be amazed how much more you get done in less time.

#5 Educate your clients

The more your clients understand about their finances, the less they need you. 🙂 Take a few minutes to create a simple FAQ or onboarding guide for new clients that explains how to send documents, what you need each month, and how to communicate efficiently.

You’ll answer fewer questions, receive more complete info the first time around, and get fewer emails.

Take back your time

Being an accountant means doing math for people who don’t want to. The least you deserve is a workflow that doesn’t chew you up and keep you working late.

The tools and tips we’ve covered are productivity hacks you can truly benefit from.

Memtime logs your hours while you sip that fifth coffee; Google Drive keeps your client chaos less chaotic, and the other solutions can give you your minutes back. Literally.

It’s up to you now: automate, integrate, and delegate. Your future productive self (the one not working at 9 pm on a Saturday) will thank you. 🙂