The limitations of Excel for accounting: why it’s no longer the go-to choice for Working Papers

Written by: Marc Turley

30/05/2024 - 12:23

TOPICS:

UK, Blog, Strategy, Data, Excel

The limitations of Excel for accounting: why it’s no longer the go-to choice for Working Papers

8min Read

Excel for accounting firms has long been a staple. Its flexibility and accessibility make it an easy-to-use and essential tool for financial management.

However, as the business environment becomes more complex, Excel’s limitations become increasingly apparent, and its mistakes are costly.

For example, JP Morgan’s $6 Billion “London Whale” was caused by an Excel error in their Value-at-Risk (VaR) model. Plus, on a daily basis accountants find they have spent wasted time working with out-of-date figures or battling with broken formulas.

Accounting firms need more robust solutions to handle their growing needs efficiently and accurately to avoid similar situations.

As a Director at Gascoynes Mark Thurston’s experience is still the reality at many firms; “Previously, working papers were done in Excel and, probably, every manager and preparer had a different way of doing things.”

Read how Silverfin helped Gascoynes with cloud access to live client data and enhanced automation.

Below, we’ll explore why producing accounting working papers in Excel is no longer the best choice for firms and how your firm can address these challenges.

The Limitations of Excel for Accounting Firms and How to Solve Each One

Excel has long been a go-to tool for accountants, but it’s holding your accounting firm back. Here’s a closer look at these challenges and how Silverfin addresses each one effectively.

Collaboration Challenges

Working papers require input from various team members, and Excel’s collaboration features fall short. The desktop version doesn’t support real-time collaboration, and while the web version does, it lacks the advanced features necessary for seamless teamwork.

This often leads to conflicts and errors when merging changes. For example, if two accountants update the same cell simultaneously, one of the changes may be overwritten, resulting in data loss.

How Silverfin Solves This Problem

Silverfin enables seamless real-time collaboration, allowing multiple users to work on the same document simultaneously without conflicts. Integrated communication tools like messaging, to-dos, and audit trails ensure effective teamwork and clear communication between staff and clients.

Version Control Nightmares

Due to version control issues, producing working papers in Excel for accounting firms can be chaotic. When multiple accountants work on the same document, errors can easily be introduced when users make simultaneous edits. Tracking those changes and ensuring everyone uses the latest version also becomes a logistical nightmare.

This lack of version control can lead to discrepancies in financial reports, making it challenging to maintain data integrity and causing issues during audits or financial reviews.

How Silverfin Solves This Problem

Silverfin offers automatic version control. All changes are tracked, and users can see who made what changes and when. This ensures everyone is working on the most current version of a document, eliminating version conflicts and enhancing data integrity.

Read More: The Risks of Desktop Solutions for Accounting Firms: 5 Advantages of Using Technology in Accounting

Data Integrity Issues

Working papers must be accurate and reliable, but it’s too easy to input incorrect data with Excel. The lack of built-in validation tools means incorrect data can easily be entered and propagated throughout the workbook, undermining the reliability of financial reports and leading to costly mistakes.

Ventana Research found that 35% of users report data errors in their spreadsheets , and even small mistakes can lead to major inaccuracies in financial reports. A famous example is the $24 million error made by TransAlta due to a simple cut-and-paste mistake in Excel.

These errors can compromise the accuracy of your working papers, lead to potential compliance issues, and damage your firm’s reputation and profitability.

How Silverfin Solves This Problem

Silverfin ensures data integrity through automated checks and validations. Its AI-powered data analysis tools detect anomalies and errors, providing accountants with actionable insights and reducing the risk of inaccuracies.

Lack of Complex Automation Functionality

Automation is crucial for accounting efficiency, but Excel’s capabilities in this area are lacking. While it supports basic automation through macros, creating and managing these scripts requires knowledge of Visual Basic for Applications (VBA).

It lets you create macros to automate repetitive word and data processing functions.

However, it’s a major productivity barrier for complex accounting tasks. Accountants need more advanced tools that can automate repetitive tasks without having to learn a computer programming language.

How Silverfin Solves This Problem

Silverfin provides accounting firms with advanced automation capabilities without a high learning curve. Using a real-time data hub, it automates repetitive tasks such as data entry, reconciliation, and report generation.

Using Silverfin Assistant (our built-in AI tool), it continuously checks for data discrepancies and flags errors as well as opportunities, freeing accountants to focus on higher-value activities like advisory services.

Russell Frayne, Director of Transformation at Gravita explains; “Having an AI tool like Silverfin Assistant – helping you with otherwise time-consuming manual processes and checks – is already a great starting point. It sits right where we as accountants work day to day – not in a separate tool. I’m convinced it holds even more potential to tap into and will continue to develop at pace.”

Read more of Russell’s views and experience with Silverfin Assistant here.

Inadequate Security and Compliance

Ensuring data privacy and security for accounting firms is critical for maintaining client trust and meeting regulatory requirements.

However, using Excel for accounting lacks enterprise-grade security features necessary for compliance with data protection regulations. This vulnerability makes it risky to store and manage financial data in Excel, especially for working papers that contain confidential financial information.

How Silverfin Solves This Problem

Silverfin provides robust security features, including encryption, access controls, and compliance with industry standards such as GDPR and ISO 27001. This ensures that sensitive financial data is protected at all times, and firms can confidently meet regulatory requirements as well as client expectations.

Read More: Caseware vs Silverfin: Which Offers Better Value for Accounting Firms

Lack of Standardisation for Working Papers

Excel undergoes frequent updates, which can lead to inconsistencies across different versions. A formula that works perfectly in one version may produce errors in another, causing confusion and delays.

This lack of standardisation is particularly problematic for accounting firms. Inconsistent formulas and layouts can disrupt the workflow, making it harder to produce reliable working papers and preventing a standardised way of producing work across the firm.

How Silverfin Solves This Problem

Silverfin’s cloud-based platform comes with smart, connected working paper templates. These help firms standardise and automate the preparation of client files and ensure a standardised way of working.

With all data powered by the Silverfin Hub, all client data is live and is accessible to anyone in your firm from anywhere, preventing inconsistencies and delays in producing working papers.

“Silverfin has allowed us to focus on the control aspect of the finance function and has ensured that our processes are standardised across all clients. However, that’s been far from the sole benefit. We’ve also unlocked a massive amount of process efficiency through integrating technology and, ultimately, reduced human effort. Explains Alastair Barlow, founder at flinder as he considers the firm’s Silverfin implementation.

Limited Data Capacity and Poor Scalability

As your accounting firm grows, the volume of data you’ll handle increases, and Excel struggles with large datasets.

While technically capable of handling up to 1,048,576 rows and 16,384 columns, in practice, its performance degrades as the file size grows.

This makes Excel an impractical tool for producing working papers that require handling extensive data, severely impacting productivity and creating scalability issues in your firm.

How Silverfin Solves This Problem

Silverfin’s secure data hub is built to handle large volumes of data efficiently. As a cloud-based platform, it ensures performance remains optimal, no matter how large your datasets, providing a scalable solution for growing accounting firms.

Say Goodbye to Excel and Accounting Hassles with Silverfin

Excel has served the accounting profession well for decades, but its limitations are becoming increasingly apparent in a data-driven world. The challenges of version control, collaboration, data integrity, scalability, automation, consistency, and security make it a less viable option for modern accounting needs.

It’s time to transition to more advanced, secure, and efficient tools like Silverfin that can handle the complexities of today’s accounting environment and scale seamlessly with your business.