Fuelling the Modern Accounting Practice with Automation:
Part 3: Trust and Overcoming Fears and Security Concerns
If you’ve been hesitating to dive into automation (Bots or AI), you’re not alone. Many accountants have trust issues when it comes to new technology, and honestly, that’s understandable. We’re in the business of keeping things secure and precise, so the thought of handing over sensitive data to a machine can feel risky.
But here’s the thing: modern Bots and AI tools aren’t just built for efficiency, they’re built for security. Speaking for Bots For That, we design our Bots knowing that data privacy and compliance are non-negotiable to accountants.
So, What’s the Real Concern?
Some of the biggest fears we discuss with accountants include:
Data privacy: Will this tool leak my clients’ sensitive financial info?
Control: Am I giving up too much control?
Trust in outputs or recommendations: What if the Bots or AI get it wrong?
These are all valid concerns. But there’s good news, because most modern tools are fully compliant with data regulations, come with end-to-end encryption, and allow you to maintain control over key decisions. And with Bots in particular, they’re programmed to perform a very tight and concise set of commands and can’t “go rogue”. In other words, Bots and AI tools don’t make decisions for you or without your input, they just give you better data to make decisions with.
Building Trust: Overcoming Fear and Concern
Using Bots and AI in your practice can seem daunting, even a little risky. But for the modern accountant, however, Bots and AI should be more than just scary buzzwords, they’re tools that deliver real benefits in efficiency, accuracy, and client satisfaction. So, it’s vital to build trust in these tools to exploit the opportunity that they present.
Accountants are the custodians of sensitive financial information, and security is woven into the DNA of the profession. The idea of “handing over” data to a piece of software can feel risky, but it’s not something you’re unfamiliar with if you’ve already adopted cloud accounting and a plethora of other digital tools.
The Modern Accountant’s Challenge: Security, Control, & Accountability
Accountants today are balancing on the tightrope between innovation and caution. You want the efficiency gains from Bots and the insights of AI, but not at the cost of compromising your clients’ trust. After all, data breaches or erroneous AI suggestions are not just technical glitches, they’re threats to the credibility and reliability you’ve built with your clients.
So, What’s the Real Concern?
Let’s dive deeper into the fears modern accountants may have about tech adoption:
1. Data Privacy:
At the heart of every accountant’s work is the sacred trust clients place in them. When you’re handling financial records, tax documents, and other sensitive information, data privacy isn’t just a feature, it’s a requirement. Understandably, many accountants worry about whether Bots or AI could potentially expose or mishandle client data.
2. Control Over Decisions:
Accountants are experts at making judgment calls. The idea of handing over parts of the decision-making process to a tool can feel like giving up control. What if the AI “suggests” a financial decision you wouldn’t recommend? Many worry that automation might start doing things without their explicit approval, removing that essential element of human judgment.
3. Trust in AI Recommendations:
AI is smart, but not infallible. Mistakes can happen. The idea of AI “getting it wrong” is a serious concern, especially when the stakes involve clients’ finances. Even when AI tools promise reliability, that question lingers: What if it misinterprets a transaction or misclassifies an entry?
Reframing Trust: Modern Solutions for Modern Concerns
Fortunately, modern Bots and AI solutions are designed to address these concerns. At Bots For That, and as creators of today’s best accounting Bots and AI, we know we’re not building “one-size-fits-all” software; we’re building tools for professionals who need robust security, control, and transparency.
Here’s what to look for in Bots and AI tools to make sure they’re a fit for today’s security-conscious, detail-oriented accounting professional:
1. Advanced Security Measures:
Look for tools that go beyond the basics. Modern solutions prioritise data compliance, provide end-to-end encryption, and follow stringent data protection regulations. The best Bots and AI tools offer options to customise the flow and logic of how they operate and perform tasks, and to control what they can access so you can determine what they see and action. This ensures your client data remains private and protected at every step. At no stage should any sensitive client data be saved or transmitted outside of your existing infrastructure or control.
2. Transparency and Control Settings:
The best of today’s Bots and AI accounting tools are designed to operate as “assistants” not just “operators.” This means they give you the insights and suggestions, but you can still control the final decision (also what we call “human-in-the-loop” workflow). Look for tools that allow for this level of manual control, where you can set up approvals for significant actions and configure specific workflows for oversight and exception handling. This way, Bots can be set to either serve as your partner or to take the wheel where it makes the most sense.
3. Audit Trails and Accountability:
Trust grows when you can trace every action back to its source. Today’s Bots and AI tools often include audit trails and detailed logs so you can review actions. This feature isn’t just for catching errors in programming or changes in data flow, it’s for transparency. With audit trails, you can confidently present clients with clear, traceable actions that support every decision.
4. Smart Error Handling and Customisation:
Bots and AI tools should always be built to handle exceptions and errors. If an entry seems unusual or doesn’t fit standard parameters, the tools should flag it for human review. This keeps you in the loop on any potential “weirdness” before it becomes an issue. Customisation options also allow you to “train” your tools to fit your own unique processes, so that they work the way you work.
Start Small, Think Big to Build Trust
Trust isn’t something that happens overnight, especially with technology. But you can start building it, one small step at a time. Here are some ways to approach it:
1. Start with Less-Sensitive Areas
Start by using Bots and AI with lower-risk tasks. Think about automating your weekly Aged AR reports or period end management pack for example, and adding automated reminders, notifications and appointment scheduling, or even categorising and handling client enquiries and questions. By starting small, you’ll get comfortable with how Bots and AI work in non-critical areas before moving on to for more sensitive or sophisticated functions.
2. Experiment with “Light” Automation
Bots like those we build at Bots For That and the kind you could build with tools like Zapier or Power Automate allow you to experiment with process automation without diving into heavy data analysis or complex AI workflows. Setting up a simple workflow for repetitive admin tasks can show you the time savings and accuracy boosts without diving into complex algorithms or handling sensitive data.
3. Use AI as a Co-Pilot, Not the Pilot
Remember, AI tools are designed to support you, not replace you. Tools like ChatGPT are fantastic for drafting emails, generating first drafts, or even summarising complex documents. Any data concerns you may have aside, ultimately, you’re still the one making the call. Using AI as an assistant could therefore help you get comfortable with the capabilities and limitations without feeling like you’re handing over too much control.
4. Reinforce with Training and Familiarisation
Many accountants find that training is a significant factor in trusting Bots and AI. The more you understand how a tool works, the easier it is to spot issues or set up workflows that work for you. Don’t hesitate to reach out for demos, support, or tutorials, any automation or software providers worth their salt, are more than happy to guide you through the specifics to help ease your worries.
The Big Picture: Progress and Professionalism Through Trustworthy TechThink Big to Build Trust
At the end of the day, trust in Bots and AI is built on transparency, control, and proven security measures. With the right approach, these tools aren’t here to replace the judgment and expertise that define your work. Instead, they’re here to help you achieve more, with less, while focusing on the things that make you stand out as a professional, such as strategic insights, problem-solving, and that all-important personal touch.
By starting with small wins, choosing reputable tools, and knowing the settings that work for your firm, you’re on a steady path toward building the modern, tech-enabled practice. And as the industry continues to evolve, accountants who are comfortable with Bots and AI will be ready for the next chapter, and a future where technology doesn’t replace professionalism, but enhances it.
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