In today’s ever-changing accounting landscape, technology adoption is no longer optional — it’s a competitive necessity. Cloud platforms, automation tools, AI-assisted analytics, and workflow management systems can transform efficiency, accuracy, and client service. But the truth is, even the most advanced technology will fall short without employee buy-in.
Staff members who are disengaged or resistant to change can stall adoption, underutilize tools, and drain return on investment (ROI). A team that’s invested, however, will accelerate adoption, refine processes, and unlock the technology’s full potential.
This white paper is your guide to getting all hands on deck for the successful adoption and integration of new tax technology and processes. From overcoming barriers to the importance of proper training and support, you’ll see firsthand how proven strategies and best practices can secure staff buy-in and make the most of your investment in tax technology.
Common barriers to staff technology adoption
Gaining employee buy-in for new tools and processes is the linchpin of successful implementation. Without it, you risk costly delays, underutilized systems, and frustrated staff. With it, you unlock smoother transitions, higher adoption rates, and increased ROI.
Recognizing and addressing common barriers to adoption is essential for ensuring that new tools and processes take root within a firm. Even with strong communication and a well-crafted rollout plan, day-to-day realities can slow down or even derail progress. Leaders need to look beyond the benefits of new technology and anticipate the obstacles that staff are most likely to face.
One of the most common barriers is the presence of specialized knowledge silos. In many firms, senior staff hold critical client, process, or technical expertise that isn’t widely shared. This dynamic can make it difficult for junior team members to step into technology-driven responsibilities with confidence. Without intentional knowledge transfer through mentorship, documentation, and training, new systems risk becoming bottlenecked at the top, reducing their impact.
Another obstacle is unclear ROI and value from the perspective of the user. If employees cannot immediately see how a new tool will make their work more efficient or lead to better client outcomes, they may revert to more familiar methods. Old habits die hard, as they say, and without tangible evidence of improvement, change can feel like an unnecessary burden. Demonstrating quick wins, like time saved on routine tasks or faster turnaround for client deliverables, can help bridge this gap and get staff excited about the change.
From a market perspective, talent shortages and evolving regulatory changes can create a challenging environment for technology adoption. Limited staff means fewer people available to dedicate time to learning, while frequent updates in tax regulations can put training on the back burner. Acknowledging these pressures up front and designing adoption plans that integrate training into daily workflows signals that leadership understands the realities of the job. This transparency builds credibility and increases the likelihood of lasting change.
Five common barriers to staff technology adoption
- Knowledge silos. Critical expertise concentrated with senior staff creates bottlenecks.
- Unclear ROI. Staff don’t see immediate value or efficiency gains from new tools.
- Talent shortages. Limited capacity and regulatory pressures reduce time for training.
- Change fatigue. Competing priorities and constant updates can overwhelm staff.
- Fear of the unknown. Concerns about job security or role changes create resistance.
Overcoming these barriers requires intentional communication, training, and visible quick wins.
Strategies for ensuring staff adoption
Rolling out new tax technology isn’t just about the software; it’s about people. Even the most advanced tools will fall short if your staff doesn’t feel prepared, supported, and motivated to use them.
Communicate early and effectively
The path to staff buy-in for new technology begins with clear, transparent communication. Explaining the “why” behind the decision is critical, as is explaining how the technology supports your firm’s broader business strategy. However, it isn’t just about listing features; it’s about showing staff how the technology directly benefits them, whether it's reducing repetitive tasks, streamlining workflows, or enabling a better work-life balance.
It's also important to involve staff from the very beginning. When team members have a voice in planning, they feel valued and more likely to support the change. Early feedback can also uncover practical considerations that improve the final rollout. Pilot programs are especially powerful. Allow employees to test new tools in a controlled setting and shape improvements before full-scale implementation. Identifying and empowering “technology champions” within the firm — such as staff who are enthusiastic about the change or critical employees who you can’t afford to not have on board — can help influence peers and build positive buzz.
Set clear guidelines and expectations
Introducing a new tool or process without clear usage standards can lead to inconsistent adoption. That’s why it’s important to establish firm-wide policies and step-by-step procedures that outline exactly how and when to use new systems. Tie these expectations to the firm’s broader strategic goals so staff understand that adoption isn’t just a preference, it’s a critical part of achieving success.
Recognizing early adopters and celebrating small wins can also help keep morale high while reinforcing the value of the new technology. Leaders must also lead by example; actively using the tools and demonstrating the benefits in their day-to-day work sends a powerful signal that the change is here to stay. When leadership models these behaviors consistently, it reinforces the message that the new technology and processes are a non-negotiable part of your firm’s future.
Develop a comprehensive training and ongoing support program
Training and support form the backbone of lasting adoption of new tax technology and related processes. In-depth training sessions can range from hands-on workshops to video tutorials to written guides. This training helps ensure staff members have the skills and confidence to use the new systems effectively. Tailoring these resources to different learning styles can also help make sure no one feels left behind.
Ongoing support is equally essential, whether through scheduled check-ins, a dedicated help desk, peer mentors, or an internal knowledge base. These check-ins help all levels of staff have the tools they need to overcome challenges in real time.
Cultivate a culture of continuous improvement
Change management works best in an environment where innovation is encouraged. That’s why it’s important to involve staff early in the process so they feel ownership over the outcome. Recognizing and rewarding employees who embrace new tools — whether through public acknowledgment, bonuses, or other incentives — strengthens the culture of progress.
Consider incentivizing adoption by integrating the use of new tools into performance metrics so adoption becomes part of how success is measured. When employees see that embracing the software directly impacts their goals, evaluations, or even bonuses, they’re more motivated to adapt quickly. This approach also reinforces the message that the new technology isn’t optional. To be most effective, incentives should be paired with clear expectations and ongoing support, so staff feel both encouraged and equipped to succeed.
Be sure to celebrate wins, both large and small, and highlight early adopters who lead the way. These actions reinforce a culture of continuous improvement and demonstrate that embracing change is not only valued but rewarded.
Ultimately, you must approach the transition as both a technical project and a cultural shift to achieve wide-scale adoption. This means prioritizing clear communication, setting realistic expectations, offering hands-on training, and fostering a workplace where innovation is not only encouraged but rewarded. When staff adoption is treated as a strategic priority, the result is smoother implementation and stronger performance across the entire firm.
Overcoming barriers to technology adoption
Technology adoption isn’t just about software. It’s about staff feeling supported, capable, and motivated to use it.
- Break down silos. Encourage mentorship and documentation to share specialized knowledge across all levels of staff.
- Show quick wins. Demonstrate how new tools save time or improve client outcomes to build immediate buy-in.
- Prioritize training. Integrate learning into daily workflows rather than treating it as an add-on.
- Be transparent. Acknowledge workload pressures and regulatory demands to build trust with staff.
- Highlight ROI. Connect technology adoption directly to efficiency gains, reduced stress, and client satisfaction.
Best practices for transitioning to new tax software
Adopting new tax software is more than a technical upgrade — it’s a transformation of how your firm operates, collaborates, and delivers value to clients. A smooth transition requires careful planning that balances staff readiness, accurate data migration, and seamless client experience. Let’s take a look.
Change management
When it comes to the implementation of new tax technology, a phased implementation plan is essential for easing the transition. Rolling out the software in stages — perhaps starting with a pilot group or specific services — allows your firm to identify and fix any issues before they impact the entire team or client base. This gradual approach is less overwhelming and gives employees more time to adapt, train, and grow confident in their ability to navigate the new system.
Ultimately, effective change management is about more than just rolling out new software. It’s about preparing your firm for long-term growth. By taking a structured, collaborative, and supportive approach, you create a foundation where staff feel confident embracing future innovations, ensuring your firm stays agile and competitive in an evolving tax landscape.
Data management
Data transfer is one of the most critical — and potentially risky — elements of moving to new tax software. Accuracy is everything, and accountants know that even small discrepancies in client data can cause big headaches during tax season. Performing a thorough data audit before migration helps to identify any outdated, duplicate, or incorrect records so they can be corrected before being imported into the new system. This proactive step minimizes post-implementation troubleshooting and ensures the new software starts off with clean, reliable data.
Leveraging the data-sharing and integration features of the new software can also significantly cut down on manual entry. For instance, if your tax platform integrates with bookkeeping systems, payroll providers, or client portals, you can automate much of the data import process. This not only saves time but also reduces the risk of human error — a win for both the firm’s efficiency and the accuracy of client returns.
It’s also wise to establish clear internal data governance policies alongside the software rollout. This means defining who has access to what data, how often records should be updated, and which processes require review before information is finalized. These standards help keep the new system organized and compliant while fostering accountability across the team.
Client collaboration
The client collaboration tools within modern tax software can transform the way your firm gathers information and communicates with clients. Rather than relying on email chains or paper forms, secure client portals allow documents to be uploaded, reviewed, and approved in a centralized location. For clients, this means less back-and-forth and more confidence that their sensitive data is handled securely. For the firm, it streamlines document tracking and eliminates bottlenecks caused by missing paperwork.
Enhancing the client experience is one of the most powerful benefits of transitioning to new technology. Many platforms now feature intuitive interfaces, real-time progress tracking, and automated reminders. These features keep clients engaged and informed throughout the tax preparation process. A transparent and user-friendly client journey not only improves satisfaction but also strengthens client loyalty, making them more likely to return and refer your services.
Finally, don’t underestimate the importance of training your clients, not just your staff. Offering short how-to videos, quick reference guides, or even brief one-on-one onboarding sessions can dramatically improve adoption rates and reduce the number of client questions during busy periods. When clients are confident in using collaboration tools, the entire workflow — from data collection to tax return filing — becomes faster, smoother, and more accurate.
Get all hands on deck with Thomson Reuters
For firms considering new tax technology, the provider behind the solution is just as important as the software itself. Thomson Reuters is uniquely positioned to guide firms like yours through this transition, offering not only advanced tools but also the implementation expertise, training resources, and ongoing support needed for lasting success.
One of the most significant advantages of working with Thomson Reuters is the ease of implementation. From structured onboarding to expert-led training and real-time support, firms can transition smoothly without overwhelming staff or sacrificing productivity. With Thomson Reuters, you gain more than powerful tools. You gain a trusted partner who ensures your firm not only adopts new solutions smoothly but maximizes their value for years to come.
Whether you’re part of a large corporate tax department or a small or medium-sized accounting firm, Thomson Reuters offers solutions to meet your unique needs — all of which are backed by full-scale implementation guidance and ongoing support.
UltraTax CS
A comprehensive tax preparation software for accounting firms, UltraTax CS offers integrated individual, business, and specialty tax solutions with advanced data sharing, workflow automation, and seamless connectivity across the CS Professional Suite.
With a full suite of support offerings, UltraTax CS also offers a Help & How-to Center, which delivers written articles, video tutorials, and expert-led training — both virtual and on-premises — to suit diverse learning preferences and firm workflows.
One of the UltraTax CS standout advantages is seamless integration within the CS Professional Suite, including data sharing with Accounting CS, Workpapers CS, Practice CS, FileCabinet CS, and Fixed Assets CS. This feature effectively reduces duplicate data entry and speeding up workflow transitions. Additionally, firms benefit from access to a CS community login, fostering peer-to-peer support, shared insights, and collaborative problem-solving.
GoSystem Tax RS
A cloud-based corporate tax software that streamlines complex tax compliance, GoSystem RS supports multi-entity organizations, and offers robust reporting and workflow tools for accounting firms.
From an implementation standpoint, the Help & How-to Center delivers a searchable knowledge base, up-to-date documentation, training modules, and support resources accessible directly from within the application. Your staff can choose from web, classroom, custom, or on-demand training, tailored to different team needs.
For deeper engagement, the Customer Center online portal provides release notes, known issues, and documentation that supports both remote and on-site expert assistance. This structured ecosystem strengthens staff adoption by providing layered support, expert guidance, and real-time troubleshooting.
SafeSend
The secure tax document delivery and client collaboration solution, SafeSend provides automated return assembly, electronic signing, real-time tracking, and seamless integration with tax preparation software. It streamlines the final steps of the tax workflow — from intake to delivery — with strong integration and support systems.
Training and support are delivered through its Help Center, live customer support including email, chat, and phone, with busy-season availability, and a Product Education Center featuring live and on-demand webinars, guides, and SafeSend Academy modules to onboard new users efficiently.
SafeSend integrates directly with UltraTax CS and GoSystem Tax RS, facilitating fast return assembly and distribution. Its automated features include assembled delivery, real-time tracking and reporting, secure electronic K-1 distribution, and automated signing and payment reminders for increased efficiency and transparency in the delivery phase of tax prep.
From rollout to results: Winning staff support for new technology
Interested in some real-world examples of successful staff adoption and technology integration? Each case below illustrates how firms overcame common hurdles, built buy-in, and translated new tools into measurable improvements in efficiency and client satisfaction. These stories show that with the right approach, technology adoption isn’t just possible — it’s transformative.
From burnout to breakthrough
Facing long hours, burnout, and inefficient manual processes, Josh Haislip’s CPA firm in Stanton, Texas, transformed its workflow by integrating SurePrep with UltraTax CS. By automating document organization, eliminating redundant data entry, and leveraging UltraTax’s diagnostic and planning tools, the firm significantly reduced errors, sped up tax preparation, and reclaimed their weekends. The integration not only improved operational efficiency but also allowed the team to focus on high-value advisory services, deepen client relationships, and grow the business. It’s a perfect example of how the right combination of technology and support can redefine success for a modern CPA practice.
Transforming tax preparation
Learn how Madsen, O’Meara and Company transformed its tax workflow by fully integrating SurePrep with UltraTax CS, moving from time-consuming manual data entry to an automated, centralized process. By scanning, organizing, and reviewing source documents through SurePrep, the firm cut tax return preparation time by 50%, reduced staff while increasing client volume, and gained faster, more insightful reviews. The streamlined workflow not only boosted efficiency but also allowed staff to focus on higher-value services such as tax planning and advisory, while establishing SurePrep as a foundational tool for scalable, smarter operations.
From manual to modern
Scottsdale CPAs transformed its tax preparation workflow by strategically integrating SurePrep 1040SCAN, UltraTax CS, and SafeSend, eliminating manual processes and the need for seasonal staff while significantly boosting revenue. SurePrep digitized working papers for remote access and organization, UltraTax CS enabled efficient handling of complex returns, and SafeSend streamlined client delivery with automated reminders and clear instructions. Together, these solutions improved operational efficiency, increased client engagement and satisfaction, and positioned the firm for scalable growth. It’s a great example of how a well-planned technology stack can drive both productivity and business success.
Maximizing ROI through staff adoption — before it’s too late
A smooth implementation process is the foundation of successful adoption — but speed matters. The longer your firm waits to secure staff buy-in, the more you risk falling behind competitors who are already leveraging new tax technology to streamline workflows, reduce errors, and elevate client service.
Investing in new software is only the beginning. Without full staff engagement, even the most advanced tools can become expensive shelfware — underutilized, misunderstood, and ultimately ineffective. Every day of delayed adoption means missed opportunities, lower ROI, and growing frustration among staff and clients alike.
The urgency is real; tax season waits for no one, and regulatory demands continue to evolve. Firms that act now will be better positioned to adapt, scale, and thrive.
Partner with Thomson Reuters today to accelerate adoption and unlock the full value of your investment. Our implementation support, training resources, and integrated solutions empower your team to embrace change confidently — and deliver results when it matters most.
| Product | Training and support | Integration and workflow benefits |
| GoSystem Tax RS | 24/7 Help & How-to Center, knowledge base, custom, on-demand, or web training, remote and on-site expert assistance | Seamless troubleshooting and expert guidance for corporate tax teams |
| UltraTax CS | Documentation, videos, expert-led training — virtual or on-premises — peer-community access | Deep integration across CS Suite apps; strong data-sharing capabilities |
| SafeSend | Help Center, multichannel support, webinars, SafeSend Academy | Direct integration with tax prep tools, automated delivery, tracking, K-1 distribution |
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