Accountancy firms in the cloud era rely on always-on systems, live data and seamless remote access. That makes good IT support less of a “nice to have” and more of a core part of how we deliver work, protect client data and stay compliant.
Cloud adoption is no longer limited to early adopters. The Office for National Statistics (ONS) reports that 69% of UK firms now use cloud-based computing systems and applications as part of their processes (ONS, 2025). For accountancy firms in the cloud era, that shift brings efficiency and flexibility – but it also increases our exposure to outages, cyber attacks and software failures.
Government figures show that cyber risk is not theoretical. The 2025 Cyber Security Breaches Survey found that 67% of medium and 74% of large businesses identified breaches or attacks in the last year (Department for Science, Innovation and Technology (DSIT), 2025). For firms that handle sensitive financial information every day, that should be a clear signal to tighten IT support and security, not just rely on default settings from software providers.
In this article we outline practical IT support essentials for accountancy firms in the cloud era. We focus on the areas that directly affect service quality – system reliability, cybersecurity, data protection, backup and recovery, software integration, remote access and vendor management – and what you can do now to strengthen your own setup.
Why IT support matters for cloud-based firms
When your practice is built around cloud accounting and digital tools, downtime quickly turns into missed deadlines, frustrated clients and cashflow strain. IT support is not only about fixing things when they break – it is about designing systems that are resilient and predictable.
Start by mapping the core systems that keep your firm running.
- Core platforms: List your accounting, tax, payroll and practice management tools, and confirm where each is hosted.
- Dependencies: Note what each system relies on, such as specific browsers, integrations, devices or internet connections.
- Responsibilities: Clarify who is responsible for each layer – your internal team, your external IT provider or the software vendor.
From there, work with an IT partner who understands accountancy firms in the cloud era to set realistic service levels.
- Service-level agreements: Agree response times, uptime targets and priorities for different incident types – for example, payroll or VAT submissions.
- Monitoring and alerts: Ensure critical systems are monitored so issues are spotted before staff do.
- Change control: Document how new software, updates or devices are introduced so they do not disrupt daily work.
Cybersecurity for accountancy firms in the cloud era
For accountancy firms in the cloud era, cybersecurity has to go beyond antivirus software. You hold large volumes of financial and personal data, often with access to clients’ systems. That makes your firm an attractive target.
We recommend starting with a clear baseline.
- Access control: Use unique logins for every user, enforce multi-factor authentication and remove access promptly when staff leave.
- Password policy: Use a password manager, avoid sharing credentials and set sensible rotation rules.
- Device security: Ensure laptops and mobiles are encrypted, can be wiped remotely and are kept up to date with security patches.
It is also worth aligning with government-backed schemes such as Cyber Essentials, which set practical technical controls for small and medium-sized enterprises (SMEs). The Cyber Security Breaches Survey highlights ongoing risks, particularly phishing and credential theft, across UK businesses (DSIT, 2025).
Staff training matters as much as tools. Short, regular sessions on spotting suspicious emails, reporting incidents quickly and handling client data safely can significantly reduce risk. For accountancy firms in the cloud era, we see the best results when training is built into induction and refreshed at least annually.
Data protection, backup and recovery
Every accountancy firm acts as a data controller and often a data processor under UK GDPR. When you use cloud software, you need clear evidence of how client data is stored, backed up and recovered if something goes wrong.
Key areas to review include the following.
- Data mapping: Document what data you hold, where it is stored, who has access and which systems process it.
- Data residency: Check where your cloud providers store data and whether any information is transferred outside the UK. The UK Business Data Survey 2024 found that 9% of businesses handling digital data transferred it internationally, with higher rates for medium and large firms (DSIT, 2024).
- Data processing agreements: Ensure contracts with cloud vendors cover security standards, breach reporting and sub-processors.
Backups are your safety net when hardware fails, ransomware hits or a staff mistake deletes key files. At a minimum, accountancy firms in the cloud era should expect to take these precautions.
- Regular automated backups: Daily or more frequent backups for critical systems.
- Offsite and immutable copies: At least one backup stored separately from your main environment, ideally in a form that cannot be altered.
- Restore testing: Periodic test restores so you know how long it takes to recover key systems and whether the process actually works.
We build these checks into our wider accounting support services so clients understand both their responsibilities and the protections in place.
Software integration and Making Tax Digital
Most accountancy firms in the cloud era use several systems at once – bookkeeping, year-end accounts, corporation tax, payroll and workflow tools. If they do not integrate well, staff end up re-keying data, running exports and imports, or juggling multiple versions of the truth.
A practical integration plan typically covers the following.
- Single client record: Aim for one master record for each client, with other systems feeding from it.
- Standard data flows: Decide where information is created first, and how it moves through bookkeeping, accounts and tax.
- API-based connections: Use supported integrations wherever possible rather than ad-hoc spreadsheets.
Making Tax Digital (MTD) adds another dimension. HMRC’s guidance on Choosing software for Making Tax Digital for Income Tax explains that you must keep digital records and use compatible software to submit updates and returns.
Accountancy firms in the cloud era should check the following.
- MTD compatibility: Core bookkeeping and tax tools appear on HMRC’s compatible software list.
- Error handling: There is a clear process when digital links break or submissions fail, so deadlines are not missed.
- Client onboarding: New clients are moved onto agreed platforms early, rather than maintaining bespoke setups for each one.
Our own IT support and advice for cloud solutions focuses on selecting and connecting the right tools so SMEs can meet MTD and reporting requirements without extra admin.
Remote access and vendor management
Hybrid and remote working are now standard across many accountancy firms in the cloud era. That flexibility only works if remote access is secure and well managed.
Focus on three areas.
- Secure connectivity: Use VPNs or secure gateways for staff connecting over public or home networks; avoid open remote desktop access.
- Device standards: Apply the same security baseline for home and office devices, including encryption, anti-malware and patching.
- Clear policies: Set expectations on working from home, storing files locally and using personal devices for client work.
Cloud operations also depend on a wider ecosystem of vendors – IT support providers, software platforms and specialist consultants. To keep control, we recommend these procedures for accountancy firms in the cloud era.
- Review contracts annually: Confirm what is covered, response times, security obligations and exit terms.
- Request security information: Ask for up-to-date summaries of each vendor’s security measures and certifications.
- Agree escalation paths: Know who to contact if a third-party incident affects your systems or client data.
These checks do not have to be heavy or bureaucratic. For most SMEs, a short annual review with each key supplier is enough to confirm that systems are secure, scalable and aligned with your practice plans for the 2025/26 tax year and beyond.
Bringing IT support together for safer cloud-based accounting
Accountancy firms in the cloud era have a real opportunity to work more efficiently, collaborate with clients in real time and support flexible working. Those benefits only hold if your IT support keeps pace with your cloud usage. Without clear responsibilities, security controls and recovery plans, the same systems that help you grow can quickly become a source of downtime, stress and reputational risk.
We suggest starting with a simple review: identify your core systems, check how they are supported, confirm the basics of cybersecurity and back up your most important data. Use reputable sources such as the Office for National Statistics (ONS) and government cyber surveys to benchmark where you stand against other firms. From there, you can decide whether to build more support in-house, work more closely with existing providers or engage new specialists.
If you would like to strengthen your IT support, improve resilience and make better use of cloud accounting, we can help. We work with accountancy firms in the cloud era and SME owners to review systems, tighten controls and design practical support arrangements. Get in touch with us to discuss IT support essentials for accountancy firms in the cloud era and how we can tailor them to your practice.