How to Get Started with AI in Your Accounting Firm

A Practical Roadmap for Mid-Market Accounting and Advisory Practices

Artificial intelligence (AI) is not a passing trend—it’s a transformative opportunity for accounting and advisory firms. Yet, real value isn’t found in flashy demos or shiny new tools. It comes from purposeful implementation aligned with your firm’s operations.

At Hollinden, we work closely with mid-market firms to navigate the AI landscape. Our approach helps firms identify meaningful use cases that reduce administrative burden, improve team efficiency, and elevate client experiences—without overwhelming internal resources.

If your team is feeling the pressure to “do something” with AI but struggling with where to begin, you’re not alone. The challenge isn’t the technology. It’s clarity and strategy. Here’s how to get started.

Step 1: Start with Process, Not Platforms

Begin with a clear view of how your firm works.

Rather than jumping into tools, map your core workflows across key categories:

• Client-related: Onboarding, document requests, meeting preparation, billing, communication, reporting
• Employee-facing: Recruiting, training, HR support, internal comms
• Marketing & Business Development: CRM updates, list management, campaign tracking
• Administrative: Scheduling, SOPs, internal policies, billing cycles

Use these categories as the foundation for an internal audit. In each area, identify recurring tasks that:

• Occur frequently
• Involve redundant communication
• Require data formatting or pulling
• Depend on templates or SOPs

Pro Tip: Break big tasks into micro-actions. “Client onboarding” might include “sending follow-up reminders,” or “sharing Zoom links.” This clarity sets the stage for automation.

Step 2: Identify Bottlenecks and Redundancies

Spot where your team spends time—but shouldn’t.

Once your process map is complete, highlight friction points:

• What tasks stall or slow down workflow?
• Where are reminders, follow-ups, or rework common?
• Are team members repeating themselves or chasing the same issues?

These are prime areas for automation and AI assistance. Examples include:

• Automatic appointment or document reminders
• AI-generated meeting summaries from transcripts
• Internal FAQs powered by your HR manual or SOPs
• Content generation for blogs or marketing campaigns

Pro Tip: If it’s templated, scripted, or déjà vu, it’s likely AI-ready.

Step 3: Focus on Quick Wins

Target low-effort, high-impact opportunities.

You don’t need to overhaul your systems to see ROI. Instead, prioritize projects that are:

• Time-consuming but repetitive
• Involving multiple team members
• Routine, administrative, or low-value work
• Directly tied to client or staff satisfaction

Examples mid-market firms are implementing now:

• Drafting onboarding emails and welcome kits
• Summarizing Zoom calls for internal or client use
• Automating follow-up sequences after events
• Training GPT-based assistants on internal documents for faster team support

Pro Tip: Small wins build internal buy-in and set the stage for scale.

Step 4: Define Success with Measurable Goals

Use metrics to align tech adoption with business value.

Every AI project should be tied to a specific outcome. Sample goals include:

• Reducing document request delays by 40%
• Saving 5+ hours/month per partner on client communications
• Enabling 90% of HR inquiries to be answered without manager involvement
• Auto-generating weekly social content from casework or firm insights

Pro Tip: Goals turn experimentation into execution and help justify further investment.

Step 5: Implement with Security Top of Mind

Compliance and confidentiality must guide every step.

Protect your firm and your clients by ensuring any AI usage is:

• Hosted on SOC 2-compliant platforms (e.g., ChatGPT Team, Microsoft Copilot)
• Free of personal or financial client data in public tools
• Protected by MFA and secure access protocols
• Governed by internal usage guidelines and verification checklists
• Reviewed with human oversight to catch AI “hallucinations”

Pro Tip: Treat AI as a collaborator—not a decision-maker.

Step 6: Pilot with Purpose

Start small, learn fast, and expand what works.

Choose a single, well-scoped initiative to pilot AI in your firm. A successful pilot should:

• Solve a real challenge
• Involve only a few users
• Have a short feedback cycle
• Deliver a clear win (time saved, better output, fewer errors)

Document everything: the process, the tools, the results. Then iterate and expand.

Pro Tip: Value validation drives firm-wide confidence.

Final Word: It’s About Strategy, Not Hype

AI success doesn’t start with a software license—it starts with process intelligence. The firms seeing results are the ones using AI to free up human capacity for strategic thinking, client engagement, and growth.

At Hollinden, we help mid-market accounting firms evaluate where AI fits, how to implement it securely, and how to align it with business goals. Whether you're just starting or ready to scale, our team is here to guide the journey.

Ready to Build an AI Roadmap That Works?

Let’s explore how strategic AI adoption can help your firm streamline operations and drive growth.
Contact Hollinden to start your tailored AI discovery session.