As accountants, we’re focused on more than just numbers; we’re focused on your business. When you work with us, you’re not just hiring someone to do your accounts; you’re gaining a finance partner who’s genuinely invested in your success. As your outsourced finance team, we consider ourselves an extension of your business, and that means we’re always looking for ways to help you work smarter, grow faster, and stay ahead.
While accounting software is essential, we’ve found that some of the most impactful tools we recommend to clients aren’t accounting-specific at all. From productivity boosters to communication platforms and project management systems, these tools help streamline operations, improve collaboration, and free up time to focus on what matters: growing your business.
In this post, we’re sharing our go-to non-accounting tools that have made a real difference for our clients. These are practical, easy-to-implement solutions we’ve seen drive efficiency and results across a range of industries. Because when your business succeeds, so do we.
CRM: Hubspot
A CRM (Customer Relationship Management) system is a game-changer for managing your sales pipeline, customer interactions, and lead tracking—all in one organised place. Instead of juggling scattered notes, emails, and calendars, a CRM centralises your client information and communication history, making it easy to follow up at the right time and with the right message.
💡 Accountant’s tip: Take advantage of HubSpot’s email tracking and automation features to save time and never miss a follow-up. Set up automated email sequences to nurture leads and get real-time notifications when prospects open your emails, so you can engage at the perfect moment and keep deals moving forward.
HR: Breathe
Managing holiday requests, onboarding documents, and employee records manually can quickly become a time drain and open the door to errors or compliance risks. HR platforms help you streamline all these processes by automating workflows, centralising employee information, and providing easy access to essential documents. This means fewer administrative headaches, faster approvals, and a clear audit trail to keep your business compliant with employment laws.
💡 Accountant’s tip: Use Breathe HR to simplify people management. It’s a great tool for handling staff leave, performance reviews, documents, and HR processes, all in one place. We recommend it to clients who want to reduce admin and stay compliant as their team grows.
Communication: Slack
Clear internal communication is crucial, especially for hybrid or remote teams where staying connected can be a challenge. Tools like Slack or Microsoft Teams help keep your team aligned and engaged by providing instant messaging, dedicated channels for projects or departments, and easy file sharing—all without clogging up email inboxes. These platforms foster real-time collaboration, reduce miscommunication, and create a transparent workspace where everyone stays informed, no matter where they’re working from.
💡 Accountant’s tip: Create dedicated channels for specific teams or topics. (We’re even on Slack – so you can message your accountants directly!)
AI note taking:
Client meetings, team catch-ups, and strategy sessions are packed with valuable insights, but relying on memory or scribbled notes can lead to missed details. That’s where AI-powered note-taking tools come in. These tools automatically record, transcribe, and summarise your meetings, creating real-time highlights and follow-up summaries.
These tools not only save time but also ensure nothing slips through the cracks, so you can stay focused during the meeting and revisit the key takeaways later.
Otter.ai
Otter.ai is a versatile AI-powered transcription tool perfect for a wide range of meetings, interviews, and team discussions. It provides real-time transcription with speaker identification, searchable and editable transcripts, and easy sharing options. Whether you’re on Zoom, Google Meet, or recording in person, Otter.ai helps capture every detail so you can focus on the conversation without worrying about missing anything. Plus, its generous free tier makes it accessible for businesses of all sizes. Use Otter for accurate live note-taking and lightweight documentation.
Fireflies.ai
Fireflies.ai is a powerful AI meeting assistant that automatically records, transcribes, and summarizes your calls across platforms like Zoom, Google Meet, Teams, and more. It offers smart keyword search, speaker identification, and the ability to comment or collaborate directly within transcripts. Choose Fireflies if you’re managing multiple stakeholders and want automated follow-ups, CRM sync, or deeper meeting analytics.
💡 Accountant’s tip: AI note taking is great for multi-person meetings—especially when capturing action items across departments. Use it to create searchable meeting records that keep everyone aligned and accountable, without relying on handwritten notes or memory.
Design tool: Canva
Canva is an easy-to-use online design platform that empowers businesses and individuals to create professional-quality visuals without needing advanced design skills. Whether you’re crafting printed posters, eye-catching presentations, social media tiles, marketing flyers, or even branded documents, Canva offers a vast library of customisable templates, images, fonts, and graphics. It’s perfect for businesses looking to maintain a consistent, polished brand image while saving time and costs on design work. Plus, its collaborative features allow teams to work together seamlessly—making it a versatile tool for marketing, communication, and internal use.
💡 Accountant’s tip: Use Canva to create professional-looking reports, presentations, and marketing materials—no design skills needed. It’s a simple way to make your business documents stand out and communicate your message clearly.
Don’t forget your most valuable tool: SAS’s Virtual Finance Team
While the tools we’ve shared can boost efficiency, streamline operations, and support your day-to-day success, technology is only part of the equation. The real power comes when you combine the right tools with the right people and that’s where our Virtual Finance Team comes in.
Think of us as your strategic partner behind the scenes. From cash flow forecasting and budgeting to business advisory and financial analysis, we provide the financial clarity and guidance that software alone can’t offer. Our Virtual Finance Team integrates directly with your operations, helping you run your business more smoothly and grow it confidently.
We don’t just crunch numbers, we provide insight, support your goals, and act as a sounding board for key decisions. Whether you’re scaling, navigating change, or simply looking for more proactive financial support, we’re here to help you move forward.
Because at the end of the day, tools are only as effective as the strategy behind them, and we’re here to be that strategy.
Final Thought: Don’t Wait for Chaos to Upgrade
The right tools aren’t just “nice to have”; they can prevent stress, save money, and help your business grow. As accountants, we often see the ripple effects of disorganisation. Investing in a few smart tools now can save headaches (and fees!) down the line.
Need help choosing the right tools for your business size and sector? We’re always happy to chat. Email hello@sas-accountants.com to arrange a call.
