Are You Making the Right Choice for Your CPA Firm?
When was the last time you evaluated your accounting software? If you’re feeling limited by your current solution or wondering if there’s something better, you’re not alone. CPAs are increasingly switching software to improve efficiency, enhance security, and streamline tax preparation. But making the right choice isn’t just about features—it’s also about hardware requirements, future-proofing your IT infrastructure, and understanding the costs.
In this guide, we’ll cover the five leading accounting practice software solutions for CPAs, focusing on technology requirements, migration feasibility, and whether a cloud solution is right for you. Plus, we’ll discuss the financial implications of purchasing versus leasing technology and common concerns when migrating software. Let’s dive in.
The Top 5 Accounting Practice Software Solutions for CPAs
1. Intuit ProSeries
Key Features:
- Tax preparation software with some client management tools
- Integrates with QuickBooks
- Ideal for small to mid-sized firms
System Requirements:
- PC Specs: Windows 10/11, Intel i5 or higher, 8GB+ RAM, 20GB free space
- Server Specs: Windows Server 2019+, 16GB RAM, SSD storage, RAID configuration for redundancy
Cloud Version: No dedicated cloud version, but it can be hosted via third-party providers.
Migration Tool: Limited; manual migration is often required.
Practice Management Included? No
Cost:
- Per license cost: Starts at $1,500 per user/year
- Firm with 15 licenses: Approx. $22,500/year
2. Drake Tax
Key Features:
- Tax preparation with some workflow automation
- Includes electronic filing and document management
System Requirements:
- PC Specs: Windows 10/11, Intel i7 or higher, 16GB+ RAM, SSD storage
- Server Specs: Windows Server 2019+, 32GB RAM, RAID 5 or higher, high-speed internet for e-filing
Cloud Version: Yes (Drake Hosted Solution available)
Migration Tool: Yes, it supports importing data from most competitors.
Practice Management Included? No
Cost:
- Per license cost: Starts at $1,595 per user/year
- Firm with 15 licenses: Approx. $23,925/year
3. CCH Axcess Tax
Key Features:
- Cloud-based tax preparation and workflow automation
- Designed for mid-to-large firms
System Requirements:
- PC Specs: Windows 10/11, Intel i7 or higher, 16GB RAM minimum, SSD storage
- Server Specs: Cloud-hosted, requires stable high-speed internet
Cloud Version: Yes, fully cloud-based
Migration Tool: Yes, extensive migration support
Practice Management Included? Yes
Cost:
- Per license cost: Starts at $3,500 per user/year
- Firm with 15 licenses: Approx. $52,500/year
4. UltraTax CS
Key Features:
- Tax compliance and workflow automation
- Strong integration with CS Professional Suite
System Requirements:
- PC Specs: Windows 10/11, Intel i5 or higher, 8GB+ RAM, SSD storage
- Server Specs: Windows Server 2019+, 16GB RAM, RAID setup recommended
Cloud Version: Available via Virtual Office CS (Thomson Reuters cloud solution)
Migration Tool: Limited support for importing competitor data.
Practice Management Included? Yes
Cost:
- Per license cost: Starts at $2,900 per user/year
- Firm with 15 licenses: Approx. $43,500/year
5. Lacerte Tax
Key Features:
- Comprehensive tax prep software for complex returns
- Ideal for larger CPA firms
System Requirements:
- PC Specs: Windows 10/11, Intel i7, 16GB+ RAM, SSD storage
- Server Specs: Windows Server 2019+, 32GB RAM, RAID 5 for data security
Cloud Version: Available via third-party hosting
Migration Tool: Basic data import available
Practice Management Included? No
Cost:
- Per license cost: Starts at $3,000 per user/year
- Firm with 15 licenses: Approx. $45,000/year
The Top 5 Accounting Practice Software Solutions for CPAs
Summary Comparison Chart
| Feature | Intuit ProSeries | Drake Tax | CCH Axcess Tax | UltraTax CS | Lacerte Tax |
|---|---|---|---|---|---|
| Key Features | Tax prep, client management | Tax prep, e-filing, workflow automation | Cloud-based tax prep & workflow automation | Tax compliance & workflow automation | Comprehensive tax prep for complex returns |
| PC Specs | Windows 10/11, Intel i5, 8GB+ RAM, 20GB free space | Windows 10/11, Intel i7, 16GB+ RAM, SSD storage | Windows 10/11, Intel i7, 16GB+ RAM, SSD storage | Windows 10/11, Intel i5, 8GB+ RAM, SSD storage | Windows 10/11, Intel i7, 16GB+ RAM, SSD storage |
| Server Specs | Windows Server 2019+, 16GB RAM, SSD, RAID | Windows Server 2019+, 32GB RAM, RAID 5 | Cloud-hosted, stable, high-speed internet | Windows Server 2019+, 16GB RAM, RAID setup recommended | Windows Server 2019+, 32GB RAM, RAID 5 |
| Cloud Version | Limited manual migration required | Yes (Drake Hosted Solution) | Yes, fully cloud-based | Available via Virtual Office CS | Available via third-party hosting |
| Migration Tool | Limited, manual migration required | Yes, supports importing data from competitors | Yes, extensive migration support | Limited support for importing competitor data | Basic data import available |
| Practice Management Included? | No | No | Yes | Yes | No |
| Per License Cost | Starts at $1,500 per user/year | Starts at $1,595 per user/year | Starts at $3,500 per user/year | Starts at $2,900 per user/year | Starts at $3,000 per user/year |
| Firm with 15 Licenses Cost | Approx. $22,500/year | Approx. $23,925/year | Approx. $52,500/year | Approx. $43,500/year | Approx. $45,000/year |
| Pros | Affordable, integrates with QuickBooks, user-friendly | Affordable, strong e-filing, good customer support | Cloud-based, scalable, includes workflow automation | Cloud option available, strong tax compliance | Great for large firms, advanced tax features, reliable support |
| Cons | Outdated UI requires third-party tools for practice management | Limited migration support, lack of practice management, and no native cloud version. | Higher price, internet-dependent, learning curve | Higher price, no native cloud version, requires extra management software. | No third-party hosting available |
Purchasing vs. Leasing Technology for Your CPA Firm
When upgrading to new accounting software, your firm must consider hardware upgrades, especially with Windows 10 End Of Life officially on October 24th, 2025. Many of the current CPA office equipment we’ve seen is over 3 years old and will likely not support a Windows 11 Upgrade. So, you have two options: Do an equipment lease or Buy the hardware outright. Let’s look at some of the pros and cons.
Operational Expense vs. Capital Expense
- Leasing (Operational Expense): Lower upfront costs, tax-deductible monthly payments, and easy upgrades. Leasing ensures you have up-to-date technology without a massive capital investment. However, firms must assess long-term costs, as continuous leasing over the years may exceed outright purchasing.
- Buying (Capital Expense): Higher initial cost, but long-term ownership and potential tax benefits. If your firm plans to use the hardware for over five years, purchasing may be a more cost-effective choice. Depreciation write-offs also help reduce tax liability over time.
Our firm has helped CPAs secure technology leases, ensuring smooth transitions between hardware replacements. We work directly with firms to assess the best approach based on their tax situation, cash flow, and future technology needs, and then help you find the right technology, secure the leasing agents (if needed), and develop the migration plan to make it happen without you having to become overly stressed. Here is a simple comparison table to help you see the differences between the choices.
Summary Comparison Table:
| Factor | Leasing | Purchasing |
|---|---|---|
| Upfront Cost | Low | High |
| Maintenance & Upgrades | Included | Paid separately |
| Tax Benefits | Deductible as an expense | Depreciation deductions |
| Long-term Cost | Potentially higher | Typically lower |
| Flexibility | Easy to upgrade | Locked into equipment |
Now, with the potential of making a significant investment in technology, many of the firms we support have looked into going to Cloud computing and running their programs hosted on a server at a data center instead of having it locally in their office. Their research often goes to whether the software vendor provides the hosting or has a “cloud version” available of the product or if the CPA firm has to secure the cloud server and install and manage the software themselves or use a firm like us. We support firms who do it both ways and have helped all of these firms make the necessary changes to their software and work environments to make it work.
You have to realize that “going to the cloud,” no matter who provides the environment, is NOT cheap. You may not have the funds to purchase equipment, but depending on the size of your firm, you may see the monthly cloud expenditure equal to or exceeding a monthly lease payment. So, we get to the question.
Is the Cloud Right for Your Firm?
While cloud solutions offer flexibility and remote access, they also come with significant considerations:
Pros of Cloud-Based Software:
- Reduced on-premise infrastructure costs
- Automatic updates and maintenance
- Access from anywhere, enhancing remote work flexibility
Cons of Cloud-Based Software:
- Subscription costs can add up over time
- Vendor lock-in makes migration difficult
- Security concerns depending on the provider
Migration Costs from Cloud Solutions
We want to mention that many CPAs overlook the cost of migrating away from a cloud provider should they not like their service or decide to go back to hosting their data locally on-premise at their office. While cloud solutions make initial adoption easy, transitioning back to on-premise or another provider can be expensive. Firms should always have a clear exit strategy when choosing a cloud-based system and negotiate the transition back up front when negotiating the contract. Companies are more likely to give you a better deal about leaving them when trying to get you in their door vs. when you are their customer and want to go. It is not uncommon to have to pay BOTH parties (the old vendor and the one you are switching to) to get your data and firm back up and running, and that doesn’t include any time/labor to Managed IT Service firms like ours.
Cloud vs. On-Premise Cost Comparison Table
| Cost Factor | Cloud-Based | On-Premise |
|---|---|---|
| Initial Investment | Low | High |
| Ongoing Fees | Subscription-based | Hardware & maintenance costs |
| Security Control | Managed by provider | Fully controlled in-house |
| Data Migration Complexity | High | Moderate |
| Customization | Limited | High |
Trinity Solutions Inc. has been advising CPAs since 2003 on whether cloud or on-premise is the best fit. We can help firms analyze costs, performance, and long-term impact. Call us at 336-303-1730 or email us to discuss your questions.
Common FAQs About Migrating Accounting Software
When working with CPA firms looking to migrate to a different solution, these are the 5 Most Common questions we get.
It depends on your existing software and the new system. Some software solutions provide built-in migration tools, while others require manual data transfer. The new vendor should be able to give you an idea. Also, ask for a reference of someone who experienced the same migration from your software to the new vendor’s. Ask them what they would do differently and where the new vendor struggled.
Ensure all client records, tax filings, invoices, and financial data are securely backed up before initiating migration. The new vendor should help, but DO NOT remove the old software until you are COMPLETELY happy with the new solution.
If the migration is handled properly with the right tools, you shouldn’t lose any data. However, CPAs should always verify and test data accuracy post-migration. Our experience is that if anything is “missing,” it is history that cannot be migrated.
Depending on your firm’s size and the complexity of your data, migration can take several days to several weeks. Any migration is best to happen during May – July before any extensions need to be completed. This is not a project you want to rush and have a hard deadline to complete. Also, negotiate any transitions with the vendors so everyone knows the deadline. A vendor dragging its feet is often the source of the slow migration. Negotiate with the new vendor a “migration credit” if the migration doesn’t happen within the time they stated before signing the contract.
A. Compatibility with your existing workflow
B. System requirements for new hardware
C. Training for staff on new software
D. Customer support availability
E. Data migration feasibility
Yes! We have clients all over the country. We often do consultations via Zoom, Computer Support & Cybersecurity remotely, and contract with local IT Support vendors with an A+ Rating from the BBB should we need someone to be our hands and feet. You can learn more from our President about our services in this Managed IT Services Video.
Final Thoughts
Choosing the right accounting software is a significant decision. Factors like system requirements, practice management integration, cloud capabilities, and financial investment all play a role. Additionally, deciding whether to lease or purchase new hardware can impact your firm’s financial flexibility and operational efficiency. Migrating to a new system is a major project, but proper planning and support from experienced professionals like us can make it happen with minimal stress.
By leveraging us at Trinity Solutions Inc., you can ensure a smooth transition, whether upgrading servers, purchasing new equipment, migrating data, or securing leasing options. We’ve helped CPA firms just like yours
Let us help you. Trinity Solutions Inc, Your Managed IT Services Provider. 336-303-1730 or Email Us!