Why You Should Own Your Accounting Software Subscription
Written by Eloisa Guynn
Imagine giving the keys to your car to your mechanic and letting them decide when you can drive it. Sounds absurd, right? Well, that’s exactly what happens when you let your bookkeeper or any outsourced service own your accounting software. Owning your accounting software isn’t just a nice-to-have; it’s a fundamental piece of protecting your business, maintaining transparency, and keeping your financial destiny firmly in your own hands.
Why It Matters:
1. You Own Your Data. Period.
Your financial records are like the story of your business. They tell you where you’ve been, where you are now, and where you’re headed. If your bookkeeper controls the accounting software, you’re basically handing over the only copy of your business’s financial diary and trusting they’ll hand it back if you ask nicely. Spoiler alert: sometimes they don’t. And even when they do, it might not be complete or easy to transfer. Own your software; own your story.
2. Flexibility to Switch Providers. No Drama.
Let’s face it: relationships don’t always last. Whether it’s your high school sweetheart or your bookkeeping firm, sometimes it’s time to move on. But if your bookkeeper owns your accounting software, they hold all the keys to your financial kingdom. This can make switching to another service provider a logistical and emotional nightmare. When you own your software subscription, you can grant and revoke access like a boss.
3. Transparency & Control Equals Peace of Mind.
Ever heard the saying, “Trust, but verify”? When you own your accounting software, you can log in anytime, check your financials, and make sure everything’s up to snuff. It’s your business, and you deserve to know where your money is going. Relying solely on reports from someone else can leave you in the dark, and that’s no way to run a business.
4. It’s Not That Complicated (Seriously).
Most modern accounting platforms like QuickBooks Online, Xero, and FreshBooks make it incredibly easy to own and manage your subscription. You can still grant your bookkeeper (and your accountant, and your cousin Dave who thinks he’s a financial wizard) access, but ultimately, you call the shots. It’s like being the landlord, not the tenant.
How to Do It Right:
Sign up for the software subscription yourself using your email, your payment method, and your credentials.
Invite your bookkeeper as a user with the appropriate permissions.
Set clear expectations: your bookkeeper is there to support you, not own you.
Ask for training if you’re new to the platform so you know how to review reports, pull data, and keep your business humming.
Owning your accounting software isn’t just a technicality; it’s a strategic move that empowers you, protects your data, and keeps your financial health in your hands where it belongs. Don’t let someone else be the gatekeeper to your own numbers. Take the wheel, own your software, and drive your business forward. No backseat drivers allowed.
Need help setting up your accounting software? Want a second set of eyes on your books?? Book a Financial 360 Session to start the conversation.
TL;DR
Always own your accounting software so you control your own financial data.
Don’t let your bookkeeper or service provider hold your books hostage.
Owning your subscription makes switching providers easier if needed.
Transparency and control over your software keeps you informed and empowered.
Set up the software yourself, then invite your bookkeeper to collaborate.
Stay in the driver’s seat of your business. No gatekeepers allowed.