If you’ve ever found yourself tangled in a web of cloud software issues, you’re not alone.

Many SMBs dive into new tools hoping for miracles, only to find themselves stuck in a cycle of frustration and confusion. But what if the solution lies not in throwing money at more software but in asking the right questions? Enter the SPIN Selling framework—Neil Rackham’s 1988 method for uncovering customer needs—and let’s give it a cloud-software twist.

SPIN stands for Situation, Problem, Implication, and Need-Payoff, and it’s a roadmap for cutting through the noise to find real solutions. Let’s see how this approach can help you tackle cloud software issues head-on.

Step 1: Situation—Getting the Lay of the Land

Before you solve a problem, you need to understand your starting point. This means asking questions to uncover the current state of your software setup. Examples:

• • “What tools are we using for project management, invoicing, and reporting?”
  • “How many systems are currently integrated, and how well do they work together?”
  • “What’s our monthly spend on software?”

These questions help clarify whether your tech stack is overcomplicated, underused, or a patchwork of half-working solutions. The goal is to map out your situation clearly before diving into fixes.

Step 2: Problem—Identifying the Pain Points

Once you know the situation, it’s time to dig into what’s not working. Problem questions focus on the frustrations, inefficiencies, and bottlenecks holding you back. Examples:

• • “Are we duplicating work across multiple platforms?”
  • “Is our team consistently using the tools we’ve invested in?”
  • “Do we have accurate, real-time reporting when we need it?”

This stage is all about surfacing the issues that are draining time, money, and morale. Don’t shy away from specifics—honest answers here lead to better fixes later.

Step 3: Implication—Exploring the Ripple Effect

Here’s where things get serious. Implication questions go deeper, uncovering the real impact of these problems on your business. This step often highlights the hidden costs of “making do” with a subpar system. Examples:

• • “How much time are we wasting on manual processes each week?”
  • “Are delays in data reporting affecting decision-making or client satisfaction?”
  • “What’s the risk if we continue using outdated or poorly integrated software?”

By connecting day-to-day frustrations with long-term consequences, you create urgency around finding a solution. After all, who wants to waste resources or risk their reputation over bad software?

Step 4: Need-Payoff—Highlighting the Benefits of Change

Now for the good news: there’s a light at the end of the tunnel! Need-payoff questions focus on the positive outcomes you’ll see once the right solution is in place. This is where you shift the conversation from problems to possibilities. Examples:

• • “How much time could we save with an automated workflow?”
  • “What would seamless integration mean for team productivity?”
  • “How would accurate forecasting help us hit our growth targets?”

Framing the conversation this way makes the benefits of change feel tangible and worth the effort.

Bringing It All Together

Here’s how a SPIN-based conversation might look in action:

1. Situation: “We’re using five different tools, and none of them talk to each other.”
2. Problem: “It’s a nightmare pulling reports, and we’re spending hours reconciling data manually.”
3. Implication: “This is delaying projects, causing errors, and frustrating our clients.”
4. Need-Payoff: “With an integrated system, we’d cut admin time in half, boost accuracy, and focus on growth.”

Why SPIN Works for Cloud Software

Cloud software isn’t one-size-fits-all, and adopting new tools without asking the right questions is a recipe for disappointment. By applying the SPIN Cycle, you can move past surface-level issues to uncover the real needs of your business—and find solutions that work.

So, the next time your tech stack feels like it’s spinning out of control, try this SPIN instead. You’ll go from problem-laden to payoff-ready in no time.

The following content was originally published by BOMA. We have updated some of this article for our readers.

Software isn’t just about installing a shiny new system and hoping for the best — it’s about fixing broken processes and making businesses work better. And guess what? Accountants need to be part of that conversation.

When accountants, clients, and software implementers work together, great things happen. But when one of them ghosts the process, things go south—fast. Let’s talk about why this trio needs to work as a team, what happens when they don’t, and how to avoid a software disaster.

The Accountant-Client-Software Implementer Triangle

Think of software implementation like a three-legged stool. You’ve got:

✔ Accountants – Keeping the numbers clean, making sure the software plays nice with tax and reporting, advising on business growth and goals.

✔ Clients – The ones who actually use the software (or, at least, should be).

✔ Software Implementers – The guides who set everything up, train the team, and make sure it all works.

Now, if one leg is missing? The whole thing falls over. When this triangle works well, business processes improve, reporting gets easier, and advisory services become way more effective. But when someone disappears or plays the blame game, chaos follows.

When It Goes Wrong: The Client That Went Missing

Here’s a cautionary tale: The Case of the Vanishing Client.

It started off well—their accountant reached out to the implementer first, knowing the client needed a serious software upgrade. Good start, right? Except… the client was nowhere to be found. They were drowning in work, siloed in their leadership team, and simply had zero time (or interest) in learning new processes.

Instead of engaging in the project, they just threw their accountant in as a middleman—but without any real decision-making power. So what happened?

🚩 The accountant spent the whole time chasing the client for approvals.

🚩 The client didn’t understand the system (because they weren’t involved).

🚩 The new processes never properly took hold.

Long story short: the project failed. Not because the software wasn’t good, but because the client wouldn’t or couldn’t engage.

When It Goes Right: A Dream Team Collaboration

Now, let’s look at a software success story—because yes, they do exist!

This time, the client reached out first but immediately looped in their accountant from day one. They sat down together to talk through their pain points, particularly around multi-currency orders (a classic headache). The accountant flagged financial reporting concerns, the client explained their operational struggles, and they worked together with the implementer to find a solution that actually worked for both of them.

💡 The result?

✔ A software process that made the client’s life easier.

✔ Financial reporting that kept the accountant happy.

✔ An implementation where no one was overburdened.

This client? They’re using their system properly, their accountant stays in the loop, and everyone is still speaking to each other—a win all around!

How to Make Software Implementations Work

🚀 Accountants: Need to stay involved. If they’re left out, clients can end up with systems they don’t understand or doesn’t meet their financial goals.

🚀 Clients: Don’t check out. If you’re too busy to engage, your new system won’t fix anything—it’ll just create new problems.

🚀 Implementers: Should lead the process. If they don’t get clear direction from both the accountant and the client, the end result will be a mess.

🚀 Hit a roadblock? Reset. If the project is veering off track, take a step back. Reset boundaries, expectations, and even the Go Live date if needed. A delay is better than a disaster.

Final Thoughts: We’re All Human

Look, software projects are messy. People get busy. Miscommunication happens. But if everyone shows up, stays engaged, and actually listens to each other, the outcome is so much better.

A successful implementation isn’t just about tech—it’s about people, processes, and making sure the right voices are at the table. When accountants, clients, and implementers work together, businesses thrive.

The following content was originally published by BOMA. We have updated some of this article for our readers.

What’s the main thing that holds you and your business back?

Chances are it’s the unavoidable manual tasks and low-level administrative responsibilities that eat into your time.

But in 2025, these are tasks that artificial intelligence (AI) is more than capable of taking on. With a growing number of AI agents and assistants out there in the market, the smart business owners are the ones investing in, and learning, the potential of AI.

Using AI to liberate you from the admin workload

AI has developed to a point where it’s now a standard part of a modern business software suite. AI can match your transactions in your accounting software. It can write you a marketing brochure. Or it can answer your business phone and answer FAQs.

For small businesses, there’s a reduced need to take on more staff. By getting your business up and running with the latest AI agents, you can quickly extend your capabilities and reduce costs.

In short, AI allows you to do more with less – and in business, that’s a significant bonus!

The benefits of putting AI at the heart of your business

AI agents and assistants are not something that’s the sole preserve of large corporate organisations. In fact, small businesses, with their simple structures and increased ability to change and flex, are ideal candidates for AI transformation.

Let’s look at a few key ways that AI benefits your business:

1. Increased efficiency in the business

AI agents can easily automate your repetitive tasks, freeing up you and your team for more strategic and creative work. Forget about data entry, scheduling and planning tasks etc.

2. A better customer experience

AI-powered chatbots and virtual assistants can provide 24/7 customer support, answer FAQs, and have personalised interactions with your customers – keeping your customers happy.

3. Informed and improved decision-making

AI-powered analytics tools can analyse your business and financial data to identify trends, predict future outcomes and provide valuable insights for better decision-making.

4. More productive operations

AI agents will automate your routine tasks, speed up your work rate and give better access to data insights. This gives a significant boost to your overall business productivity.

5. A clear competitive advantage

When the advantages of automation, efficiency and improved productivity kick in, this gives you a tangible competitive advantage in the market. The early AI adopters are the companies that will be leading the pack and setting more solid foundations for the future.

Talk to us about introducing AI into your business

If you don’t know your AI from your elbow, don’t worry! In this series, we’ll run you through the basics of AI, the main terms and the AI agents that can transform your business.

And if you’re hungry to know more, why not talk to our team about the AI agents and AI-driven apps that would be most appropriate for your industry, niche or business type.

The following content was originally published by BOMA. We have updated some of this article for our readers.

Implementing new software can feel like stepping into a world of opportunity.

Done well, it can make your business run smoother, faster, and better. But without the right approach, it can also lead to headaches, wasted money, and frustrated teams. Let’s explore some common software implementation mistakes and how to avoid them—with some simple examples to help make it clear.

1. Skipping the Discovery Phase

Imagine buying a car without knowing whether you’ll use it for commuting, hauling, or off-roading. That’s what it’s like to choose software without first understanding your needs. Skipping the discovery phase often leads to picking tools that don’t solve your actual problems.

Take the time to ask questions like: What are our biggest bottlenecks? What’s costing us the most time or money? For instance, if your team struggles to track project budgets, you might prioritise software with strong forecasting features. Tools like a Value Gap Calculator can help pinpoint where you’re falling short and what success should look like.

2. Leaving Your Team Out of the Loop

Picture this: you’ve chosen amazing software, but on launch day, your team looks at it like it’s written in a foreign language. Without their buy-in, even the best tools will flop.

To prevent this, involve your team from the start. For example, if you’re implementing a job management system like WorkGuru, ask your project managers what they need most. Highlight how the software will make their lives easier—like reducing double data entry—and schedule a team demo to build excitement.

3. Skipping Proper Training

We’ve all had that moment with new tech where we think, “What button do I press now?” Relying on trial and error can frustrate your team and leave features unused.

Imagine you’ve just rolled out inventory software like Unleashed. Without training, your warehouse team might stick to spreadsheets because they don’t know how to enter stock adjustments. A simple fix? Run role-specific training sessions—like one for warehouse staff on stock management and another for admin on reporting.

4. Messy Data Migration

Data is like the foundation of a house. If it’s messy, the whole structure can crumble. Moving data to a new system can feel overwhelming, especially if your current setup is full of duplicate entries or outdated records.

For example, a client moving customer data into a CRM found that half their emails were incorrect. Before migrating, they cleaned their records by verifying contact details and removing old entries. This upfront effort made their CRM launch smooth and productive.

5. Overlooking Integration

Imagine you’ve got a new espresso machine but no cups. Similarly, rolling out software that doesn’t connect to your existing systems can create inefficiencies.

Take Xero, for instance. If your job management tool doesn’t integrate, you might end up manually copying invoices—doubling your work and risking errors. Before implementing, map out how your tools should work together and plan for integrations or custom API development if needed.

6. Unrealistic Timelines

Think of implementing software like training for a marathon—you need time to build up to success. Setting unrealistic timelines can overwhelm your team and lead to mistakes.

For instance, a company rolling out a new project management tool set a 3-week deadline but quickly realised they needed 2 weeks just to migrate data. By adjusting their timeline and breaking the project into phases, they got it right without burning out their team.

Making implementation a success

Software implementation doesn’t have to be a stressful process. With a little planning, clear communication, and realistic expectations, you can avoid these common pitfalls and set your business up for success. Start small, celebrate the wins, and remember: the goal isn’t just to have new software—it’s to make your work life easier and more productive.

The following content was originally published by BOMA. We have updated some of this article for our readers.

Every project manager has heard the saying: ‘You can have it done quickly, cheaply, or well – pick two.’

This timeless concept is known as the Project Management Triangle, or the Iron Triangle. At its core, it reflects the delicate balancing act between three constraints: time, cost, and quality.

The Triangle forces us to confront reality: perfection across all three is impossible. Let’s unpack this concept and explore how understanding the trade-offs can help you make better project decisions.

The Three Points of the Triangle

1. Quickly (Time)

Time is the driving factor when deadlines loom large. When speed is a priority, you’ll likely need to compromise on cost or quality. Faster timelines often require more resources – such as hiring additional help – or cutting corners to save time.

Example: Releasing a new service before a competitor. You might launch on time, but processes could still need refinement.

2. Cheaply (Cost)

Budget-conscious projects aim to keep costs low, but this can stretch timelines or reduce quality. Limited funding often means fewer resources or less experienced workers, which can lead to delays and subpar results.

Example: Opting for an affordable tool that meets basic needs but lacks the customisation to work seamlessly for your team.

3. Well (Quality)

High-quality projects produce reliable and robust outcomes, but they demand both time and money. Quality requires skilled professionals, thorough planning, and attention to detail – all of which come at a cost.

Example: Implementing a comprehensive software solution like a new accounting or stock management system. Done properly, it transforms your business, but the process won’t be cheap or fast.

The Trade-Offs: You Can Only Pick Two

The Triangle teaches us that something must give. Let’s explore what happens when you prioritise two points at the expense of the third:

Quickly + Cheaply = Not Well

Speed and affordability rarely result in high quality. This combination often leads to errors, rework, or an end product that doesn’t fully meet your needs.

Quickly + Well = Not Cheap

High-quality results on a short timeline require significant investment. You’ll need to hire top talent, work overtime, or pay for premium services to deliver both speed and quality.

Well + Cheaply = Not Quickly

Prioritising quality on a tight budget takes time. With limited resources, progress is slower, but the outcome will meet your standards.

Using the Triangle to Make Smarter Decisions

The Project Management Triangle isn’t just a theoretical concept—it’s a practical tool for setting expectations and making informed decisions. When kicking off a project, consider these steps:

1. Identify Priorities
   Ask yourself (and your team): What matters most? Is it meeting a deadline, staying within budget, or achieving top-notch results? Ranking these factors helps guide your decisions.
2. Communicate Clearly
   Use the Triangle to frame discussions with stakeholders. Explaining the trade-offs can prevent unrealistic expectations and keep everyone on the same page.
3. Plan Accordingly
   Once priorities are set, allocate resources to align with them. If speed and quality are key, invest in experienced professionals. If cost is the focus, plan for longer timelines or simpler deliverables.

Why It Matters

Ignoring the Triangle often leads to frustration, budget blowouts, or rushed results. Embracing it, however, helps you set realistic goals, build trust with stakeholders, and deliver projects that meet the most critical needs.

The next time someone insists on having it all—fast, cheap, and perfect—pause and ask: ‘Which two matter most?’ It’s not about settling; it’s about making choices that serve the project’s ultimate goals.

The following content was originally published by BOMA. We have updated some of this article for our readers.

We get it—spreadsheets are the comfort food of small businesses.

They’re familiar, dependable, and always there for you when you need to whip up a quick formula. But while spreadsheets may have helped you get your business off the ground, they might be holding you back from reaching new heights. It’s time to leave the digital duct tape behind and leap into the world of integrated systems.

The Spreadsheet Struggle

Sure, spreadsheets are versatile, but let’s face it—they come with their fair share of headaches:

• • Manual Mayhem: Hours spent inputting data and cross-checking totals. One typo? Disaster.
  • Version Nightmares: Which is the latest file? “Sales_Final_Final_v3_UPDATED” or “Sales_ReallyFinal_NOWSeriously”?
  • Collaboration Chaos: Sharing spreadsheets across a team often leads to multiple people updating the same cell at the same time, resulting in a jumble of data no one can trust. Spreadsheets are great tools, but when your business grows, so do the risks of relying on them for critical operations.

Why Systems Are the Upgrade You Need

Making the leap from spreadsheets to a proper system feels like going from riding a bike to driving a car. Sure, both get you from A to B, but one is faster, smoother, and less likely to make you sweat. Here’s why systems are worth the investment:

• • Automation for the Win: Systems can handle repetitive tasks—like invoicing, payroll, and reporting—so you can focus on what really matters (like growing your business).
  • Real-Time Data: Forget “last month’s numbers.” Systems give you live updates so you can make decisions based on today’s data.
  • Scalability: Spreadsheets might crack under the pressure of your growing business. Systems? They’re built to grow with you.
  • Collaboration Without Tears: Cloud-based systems let your whole team work from the same data without the fear of overwriting each other’s work.

Real-Life “System Success” Stories

Imagine this: A small architecture company juggled projects, invoices, and timesheets using a patchwork of spreadsheets. Enter a project management system, and suddenly:

1. Job costs were calculated automatically.
2. Team schedules synced up seamlessly.
3. Invoices went out on time (without errors).
4. They saved hours of admin every week—and their sanity.

Or how about the retailer who swapped spreadsheet stock tracking for inventory software? No more “oops, we’re out of that!” moments. Instead, they got real-time stock levels and automated reordering.

Making the Leap

We know what you’re thinking: “But I love my spreadsheets!” That’s fair—change is scary. Here’s how to start small:

• • Identify Your Pain Points: Are you losing time to admin? Missing key data? These are the signs it’s time for a system.
  • Pick Your Priorities: Focus on one area first, like accounting, project management, or inventory.
  • Start Simple: Many systems integrate with tools you already use, so you’re not starting from scratch.

Time to say goodbye

Spreadsheets will always have a place in your heart (and maybe your business). But to thrive in a world that demands speed, accuracy, and flexibility, it’s time to embrace the power of systems. Think of it as upgrading from a rusty bicycle to a shiny, turbocharged car. Your future self will thank you—and so will your team.

Ready to make the leap? The systems of today are built to work for businesses like yours. You just have to take that first step. Contact us, or talk to a specialist such as The Software Coach, to start the journey.

The following content was originally published by BOMA. We have updated some of this article for our readers.