How to use your free trial wisely: A guide for accountants

Accountants and bookkeepers are increasingly turning to cloud-based software to streamline their work, manage client data, and stay compliant with changing regulations. Many providers offer free trials to give professionals a taste of their accounting software before committing. But how can you make the most of a trial when there are these time constraints for trials that are generally limited to 7, 14 or 30 days?

Here’s a practical guide to ensure you maximise the value of your free trial, so you can make an informed decision before choosing your cloud accounting software provider.

1. Define your goals and needs

Before diving into the software, identify your specific needs. As an accountant or bookkeeper, think about the daily tasks you need the software to handle. Do you manage a large client base, offer niche services, or run specialised reports regularly?

For example:

• Do you need software that provides you with a secure client portal?

• Are you looking for tools that can automate invoice processing or bank reconciliation?

• Do you require robust reporting features that can produce detailed financial analysis?

Having a clear understanding of your requirements allows you to focus on whether the cloud accounting software you choose can meet these needs during your trial period.

2. Prioritise key features

Most cloud-based software trials come with a set time limit – usually 14 to 30 days. With such a short window, it’s crucial to focus on the features that matter most. Instead of trying every tool under the sun, zero in on ones with the functionalities that align with your firm’s requirements. These could include:

• Automation tools for recurring tasks (invoicing, bank feeds, or payroll).

• Collaboration features, especially if you work in a team or need to share data with clients.

• Tax compliance and reporting capabilities.

• Integration with third-party apps, like CRM systems or payroll solutions.

By narrowing your focus, you’ll get a deeper understanding of whether the software can genuinely help you in the long term.

3. Set up real-world scenarios

To truly understand how the software fits into your daily operations, use real-world data during the free trial. Don’t just click a few buttons and call it a day – set up a test client to assess how smoothly the software integrates into your existing workflows and how intuitive it is to use in real-life situations.

Simulating tasks that mimic everyday scenarios, such as creating invoices, generating tax reports, or reconciling bank transactions will give you a true sense of the platform’s ease of use and efficiency.

4. Explore customer support and resources

During the free trial, take time to assess the quality of the vendor’s customer support. Even the best software can come with a learning curve. Check if they provide:

• Live chat, email or phone support: Test out the responsiveness of their customer service to see how quickly they can assist you with questions or technical issues.

• Training materials: Browse the software’s knowledge base, video tutorials, and FAQs on their website. Having access to comprehensive guides can also make the transition smoother.

• Community support: Many cloud-based platforms have user communities or forums where accountants exchange tips, share problems, and offer solutions. This can be a great additional resource if you run into challenges.

5. Test software speed and reliability

A critical advantage of cloud-based software is that it’s accessible from anywhere with an internet connection. However, not all platforms are created equal in terms of speed or performance. During your free trial, evaluate how fast the software loads, particularly when handling large datasets or complex financial reports.

Also, check how often the system crashes or lags, especially during peak hours. This is especially important for busier times of the year when deadlines can be tight, like the 31st of January. Software should increase efficiency, not slow you down.

6. Evaluate security and compliance

Security is crucial when dealing with sensitive financial information. During the trial, assess the software’s security features. Check if it has the likes of multi-factor authentication, encryption, and permission controls for different user roles.

Also, ensure that the software complies with relevant IT and accounting standards and tax regulations for your region. For instance, if you’re managing U.S. clients, make sure the platform complies with IRS guidelines and offers the necessary tax forms.

7. Compare pricing plans

Many accountants jump into free trials without understanding the pricing structure post-trial and can get caught out. While it’s essential to evaluate the software’s functionality, don’t forget to assess whether the subscription pricing aligns with your budget. Compare the pricing tiers and understand what features are included at each level. If the free trial offers all premium features, check whether they are included in the lower pricing plans you’re considering.

8. Plan for the future

As you evaluate software during your trial, think beyond your current needs. Consider your firm’s growth and client expansion goals over the next few years. Does the platform you’re looking at offer scalability? Can it handle a larger client base, a bigger team or more niche services? Is the provider likely to develop the product further and add new features? Create a pros and cons list for your software shortlist to see which best aligns with the trajectory of your firm’s future.

Maximise the value of your free trial

Using your free trial wisely is about more than just exploring the software’s interface. It’s a strategic opportunity to determine whether software will enhance your daily operations, save you time, and support your business as it grows. By defining your needs, testing critical features, and assessing support and security, you’ll be in a stronger position to make an informed decision before committing to any long-term investment.

Ready to trial a Bright solution?

Bright offers free trials for our payroll, practice management, bookkeeping and proposal software.

BrightPay is a cloud payroll software which makes managing payroll quick and easy.

BrightManager is a cloud-based practice management software designed to lighten your workload by automating your admin.

BrightPropose is a cloud solution which takes the guesswork out of fee setting and gives you the ability to create branded proposal documents in minutes.

This content may have been developed with the assistance of AI tools. Content is reviewed by a member of the Bright team before publication. Guidance on legislation can be obtained from your industry body.