How to train your team on new accounting software?

Pick one person who becomes the go-to expert for the new software. This person learns it deeply first, then trains others. Having a single point of internal expertise is more effective than everyone learning simultaneously with no coordination.

The champion should be involved in the setup and data migration, not just the training. Their early exposure to how the system is configured means they understand why things are set up the way they are - which makes them a much more effective resource when colleagues run into problems.

Write a one-page guide for the 5 most common tasks: how to enter an expense, how to send an invoice, how to reconcile the bank, how to run a P&L report. Simple, specific instructions with screenshots reduce the learning curve dramatically.

Keep these guides in a shared location everyone can access - Google Drive, Notion, or even a printed binder. Update them when the software changes or when you discover a better way to do something. A well-maintained internal knowledge base is more useful than vendor documentation because it reflects how your specific business uses the software.

Do a 30-minute group walkthrough with the team before go-live. Walk through the daily workflow step by step. Answer questions in real time. This is especially important for tasks that involve more than one person - like expense approval or invoice review.

Record the walkthrough session so people who cannot attend can watch it later, and so the champion has a reference for future onboarding. A 30-minute recording of the real workflow is far more useful than a polished vendor training video because it shows exactly how your business uses the tool.