The Future of Accounting Technology: What Small and Medium-sized Businesses (SMBs) Need to Know

17 June 2025

From AI to automation, accounting tech is changing fast - and SMBs stand to gain the most. Here’s what to know (and how to keep up).

Accounting technology is evolving at lightning speed, and for small and medium-sized businesses (SMBs), it’s opening up new ways to save time, cut costs, and make smarter decisions. But with so many changes, it can be tricky to keep up. Let’s explore what’s coming next and how SMBs can take advantage - without feeling overwhelmed.

 

1. Automation Is a Game-Changer


Imagine you’re running a small café. Between keeping the books, chasing invoices, and sorting taxes, your admin time adds up fast. Automation is here to help. Today’s accounting tools, like MYOB or Xero, handle repetitive tasks like bank reconciliations and invoice processing automatically.


For example, instead of manually matching hundreds of payments to invoices, tools like these can do it for you in minutes. That frees up your time to focus on your customers - and maybe even take that holiday you’ve been putting off.

 

2. AI and Machine Learning: Smarter Than Ever


Artificial Intelligence (AI) and Machine Learning (ML) might sound futuristic, but they’re already making a difference for SMBs. These technologies can predict cash flow trends or flag unusual transactions that could signal errors - or even fraud.


Picture this: you run a small construction business, and cash flow is tight between projects. AI-powered tools can analyse your spending and income patterns to forecast when you’ll hit a crunch. With that insight, you can plan ahead - maybe by negotiating better payment terms with suppliers or chasing up outstanding invoices earlier.

 

3. Cloud Technology: Your Office in Your Pocket


Gone are the days when accounting meant being stuck at your desk. Cloud-based platforms like MYOB or Xero, and QuickBooks Online let you access your finances from anywhere. Whether you’re at a client meeting, working from home, or catching up on admin during a flight, you’re always connected.


For example, a tradie can create an invoice on-site after completing a job, ensuring it gets to the customer faster. No more waiting until you're back at the office - everything happens in real-time.

 

4. Connecting the Dots with Integration


Imagine if your accounting software could talk to your inventory system, payroll tool, and CRM - automatically syncing data across all your systems. That’s the power of integration. For SMBs, it’s a massive time-saver.


Take an online retailer, for instance. Integrating MYOB or Xero with an inventory tool like Unleashed means sales, stock levels, and invoices are updated instantly. No double data entry, fewer mistakes, and more time to grow your business.

 

5. Data Privacy: Getting It Right


Data security is a big deal, across all markets, with regulations from local (California Consumer Privacy Act), through to national (eg Australia’s Notifiable Data Breaches scheme, New Zealand’s Privacy Act 2020) and even multi country (eg GDPR in EEA). These hold businesses accountable for protecting personal information across regions and countries.


Let’s say you’re a family-run accounting firm. If you use cloud-based tools, make sure they offer top-notch security features like encryption and multi-factor authentication. Choosing software that aligns with local privacy laws keeps your clients’ trust intact - and keeps you on the right side of the law.

 

6. Accountants as Advisors


Thanks to all these tools, accountants are spending less time crunching numbers and more time offering strategic advice. For SMBs, this is a huge win. Your accountant can now help you plan for growth, reduce costs, or even assess whether it’s time to expand.


For example, a boutique clothing store might work with their accountant to use real-time data from their accounting platform to forecast seasonal trends and plan stock accordingly. It’s no longer just about keeping the books - it’s about making your business thrive.

 

The Future Is Bright


Accounting technology is becoming more powerful, user-friendly, and affordable. For SMBs, this means less time on admin, fewer mistakes, and more insights to drive growth.


Start small - automate one process, connect one tool, or explore cloud accounting. Every step brings you closer to a smoother, smarter way of managing your business. The future of accounting isn’t just about numbers; it’s about empowering SMBs to succeed. Are you ready to embrace it?

The art of delegation

11 August 2025
How often do you get to the end of a working day and wonder where the time went? Perhaps you never got to item 3 (or even item 1!!) on your to-do list. How can you solve this problem without working longer hours? The answer is very simple, but the art in the solution is where the gold is. The answer to free up time is to delegate more – either to existing team members, new people you recruit, or externally to outside contractors. However, if delegation were that easy, everyone would be doing it now, right? So, what is the art of delegation? We say art, because delegation is not an exact science; different approaches are needed depending on who the ‘delegate’ is. Time and effort are required to effectively pass on tasks to others. Often, the time the delegator needs to put in initially is greater than if they did the work themselves – that’s why so many people don’t delegate. The view that ‘it’s quicker for you to do it yourself’ holds you trapped and unable to be more productive and effective yourself. It also stops others from developing better ways to do things than you already know, i.e. if you teach them your way, then they can master that AND add their own value – two minds being better than one. Here are some essential principles to apply to help you to delegate (as opposed to abdicate!): Delegation Assess the task, issue to the right person and support - helps build trust and respect Be specific and crystal clear for greater communication Request they repeat back instructions, so you know you were understood, enabling higher productivity Set a time frame and request clarification that the task has been achieved, ensuring jobs are completed on time and are profitable Both parties to review - opens the door for future work Abdication Issue tasks to anyone and forget about it - shows distrust and a lack of respect Giving unclear and little information results in poor communication Don’t ask if you were understood - results in low productivity Don’t set a time frame – it can mean jobs are delayed and over budget Different expectations can result in disgruntled clients No review results in no future work Delegation is a skill to be learned; applying these principles consistently will ensure long-term success. “No person will make a great business who wants to do it all himself or get all the credit” – Andrew Carnagie Action list: Which tasks am I currently doing that I could delegate to others? What can I do with the time I free up? Who are the best people for me to delegate these to? (Make sure they want to do these as part of their career development). What is the best way to document what is expected and how it should be done? What support and review process is needed to ensure success?

Work vehicles? Stay on top of tax with logbooks

11 August 2025
Logbooks are useful records of business expenses relating to work vehicles and this is important when calculating what tax deductions you can claim. Depending on your business entity type, different tax rules apply when you use motor vehicles to earn income, and you might use a logbook to track expenses in different ways. Sole traders and partnerships can claim income tax deductions for motor vehicle expenses if the vehicle is used to help earn income for the business. If you don’t use the vehicle exclusively for business, you can’t claim 100% of vehicle expenses. You need to work out the business use of the motor vehicle to calculate what deduction you can claim. You can do this either by using a logbook to track actual costs or using a logbook over a test period to establish the average business usage. Companies are a bit different. Where company vehicles are used partly to earn income and partly for private use, vehicle costs associated with private use are liable for FBT. Companies can use logbooks to keep track of work-related costs and show either that the vehicles are work-related vehicles which don’t attract FBT where used for work purposes only, or that FBT is accounted for correctly where there is some private use of other vehicles. The logbook becomes a record of work-related use and of private use subject to FBT. Where a company restricts private use of the vehicle, a logbook is used as evidence that employees have complied with the restriction. Whatever type of business structure you have, we can advise you on keeping good records and understanding what you can claim.

Changes to KiwiSaver: How to get your business ready

11 August 2025
Major changes to KiwiSaver were announced in Budget 2025. The KiwiSaver voluntary savings scheme is aimed at helping New Zealand workers save for retirement or buy a first house. But with the rising cost of living, action was needed to make KiwiSaver fit for purpose and more fiscally sustainable as a savings scheme. How will these changes affect your employees and your small business? Let’s take a look at the details of these KiwiSaver changes. Changes affecting your employees First off, let’s outline how the initial changes announced in Budget 2025 will affect your employees and other Kiwi workers: Since 1 July 2025: Younger workers will qualify for government contributions: People aged 16 and 17 will qualify for government contributions, so long as they meet other eligibility requirements. Prior to 1 July 2025, members must be 18 or older to qualify. Government contributions to halve: The government KiwiSaver contribution will halve, reducing the maximum government contribution from $521.43 to $260.72 each year. High earners to lose government contributions: People who earn more than $180,000 of taxable income in a year will no longer qualify for government contributions. No change to 2025 government contributions: There’ll be no change to government contributions for the year ending 30 June 2025. These will be paid in July and August at the current government contribution rate. Changes affecting your small business Next, let’s lay out the KiwiSaver changes that will directly affect your business: From 1 April 2026: Employer contributions will rise to 3.5%: From April 2026, the default KiwiSaver contribution rates for both employers and employees will rise to 3.5% – up from 3%. Employees can choose to remain contributing at 3%: Employees who are members of the KiwiSaver scheme will be able keep their contributions at the current rate. They can apply for a temporary rate reduction from 1 February 2026, if they want to continue contributing at 3% from 1 April 2026. Employers can match the rate reduction: As an employer, you’ll be able to match your employee’s temporary rate reduction. Once your employee moves to a higher contribution rate, you’ll need to increase your employer contributions to the default 3.5% rate. Inland Revenue will notify you of this change. Younger workers will qualify for KiwiSaver contributions: People aged 16 and 17 will qualify for employer contributions. If they contribute to KiwiSaver from their wages, you will need to start making employer contributions. From 1 April 2028, the default contribution rates for employers and employees will rise again to 4% (up from 3.5%). Getting ready for the KiwiSaver changes These amendments to KiwiSaver could have a significant impact for your small business. Increased employer contributions will increase your payroll costs and stretch your cashflow, as will making contributions for younger workers in the 16 to 17-year-old age bracket. You'll also need to update your payroll software and processes, to ensure you’re making the correct contributions for the right people, at the right rates. 
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