Beyond spreadsheets: Why your accounting firm needs a project management tool

Key takeaways

• Spreadsheets, while powerful, create bottlenecks and risks for growing accounting teams.
• Project management tools like Breeze offer visibility, collaboration, and automation that spreadsheets can't match.
• Industry research from Deloitte and Gartner supports the move toward dedicated project management solutions in professional services.
• Comparing spreadsheets to Breeze reveals critical gaps in tracking, accountability, and client communication.
• Adopting a project management tool is not just about technology—it's about future-proofing your accounting practice.

1. Why are spreadsheets no longer enough for accounting teams?

Most accounting professionals start their careers in Excel or Google Sheets. Spreadsheets are intuitive, powerful, and endlessly customizable. But as your firm grows, you may notice that what once worked starts to break down. Why is that? The answer lies not just in convenience, but in the mounting risks and inefficiencies that spreadsheets introduce as teams and projects scale.

• Version control issues: Multiple team members working on the same spreadsheet often leads to conflicting versions and lost data. Even with cloud-based sheets, tracking changes or rolling back mistakes can be a headache.
• Lack of real-time collaboration: While cloud spreadsheets allow simultaneous editing, they don't offer true task assignment, status tracking, or automated notifications. This can result in missed deadlines or duplicated work.
• Limited visibility: Spreadsheets make it difficult to get a high-level view of all projects, client statuses, or team workloads. Key information is often buried in tabs or hidden behind filters.
• Security and compliance risks: Sensitive client data in spreadsheets can be accidentally shared or exposed. According to a 2022 Deloitte report, 38% of accounting firms experienced a data incident related to spreadsheet misuse.
• Formula errors and audit trails: Spreadsheets are highly susceptible to accidental formula errors or overwritten data. A single misplaced cell reference can cascade into inaccurate financials. Moreover, spreadsheets lack robust audit trails—making it hard to trace who changed what and when, which is critical for compliance and forensics.

The risks are not just theoretical. Consider a month-end close process at a mid-sized firm: multiple staff contribute data to a master spreadsheet, managers review and make late adjustments, and the final file is sent to the client. If one team member accidentally deletes a formula or pastes over a section, the error may go unnoticed until late in the process—or worse, until after client delivery. According to research by PwC, a staggering 88% of spreadsheets contain errors, many of which have material impacts on financial statements and client trust.

As a result, more firms are seeking solutions that offer better structure and control. Tools like Breeze are designed to address these specific pain points, providing a secure and transparent way to manage accounting projects from start to finish.

2. How does a project management tool like Breeze improve accounting workflows?

Project management tools are not just for software developers or marketers—they're increasingly relevant for accounting teams managing multiple clients, recurring tasks, and regulatory deadlines. The shift to hybrid and remote work has made it even more critical for teams to have a shared, structured workspace that supports collaboration, accountability, and efficiency.

Imagine a small accounting firm with six staff members, each juggling several client accounts. Before adopting Breeze, they relied on a shared spreadsheet for tracking monthly bookkeeping, tax deadlines, and audit prep tasks. Team members often worked from different locations, and it was easy for assignments to be missed or for updates to be buried in email threads. When the firm switched to Breeze, they set up reusable templates for recurring engagements, mapped out every client's deliverables as tasks, and assigned responsibilities with automatic reminders. Now, whether someone is working from the office or remotely, everyone can see exactly what's due, who is responsible, and what's been completed—no more digging through emails or wondering if a task slipped through the cracks.

• Centralized task tracking: Every client engagement, tax filing, or audit can be tracked as a project in Breeze. Tasks are assigned, deadlines are visible, and nothing falls through the cracks.
• Automated reminders and notifications: Instead of relying on calendar reminders or sticky notes, Breeze notifies team members of upcoming deadlines, overdue tasks, or client requests in real time.
• Role-based access and audit trails: Breeze allows you to control who sees what, keeping confidential client information secure. Every change is logged, supporting compliance and transparency.
• Seamless integration: Breeze connects with accounting tools like FreshBooks and QuickBooks, making it easy to sync invoices, track billable hours, and generate reports without manual data entry. Breeze for accountants brings these integrations together for a smoother workflow.
• Reusable templates and hybrid collaboration: With Breeze, teams can build templates for common workflows—like onboarding new clients or running payroll—saving time and ensuring consistency, even as staff work from different locations or shift schedules.

These features help accounting teams move faster and collaborate more effectively, all while reducing the risks associated with manual spreadsheet management. For a deeper dive into how Breeze can serve as a powerful alternative to Excel for managing projects and budgets, see our detailed article on workflow transformation.

3. What do the numbers and experts say about project management in accounting?

The move away from spreadsheets isn't just anecdotal—it's supported by industry research and expert insights. The numbers show that investing in dedicated project management tools leads to tangible improvements in the core outcomes that matter for accounting firms: project delivery, resource utilization, client satisfaction, and error reduction.

• According to Deloitte's Global Project Management Survey, firms that use dedicated project management tools report a 27% higher rate of on-time project delivery compared to those relying on spreadsheets or email. For accountants, this means fewer missed client deadlines, reduced risk of late filings, and a stronger reputation for reliability.
• Gartner's Professional Services Automation overview notes that “accounting firms who invest in project management platforms realize measurable gains in resource utilization and client satisfaction.” In practical terms, this translates to more billable work per staff member, less time spent chasing status updates, and clients who feel informed and valued throughout every engagement.
• A 2022 Accounting Today article highlighted a mid-sized CPA firm that reduced time spent on administrative coordination by 40% after switching from spreadsheets to a project management tool. The firm used Breeze to automate reminders and centralize client communications, freeing up staff to focus on high-value advisory work rather than chasing emails or updating spreadsheets.

These findings underline a key point: the right tool doesn't just make life easier—it drives real business outcomes for accounting professionals. By minimizing manual work, reducing errors, and ensuring everyone is aligned, project management tools help firms deliver better results with less stress. In fact, many experts emphasize the importance of simple project management as a key factor in successful adoption—especially in accounting, where clarity and ease of use help teams stay productive. When tools are easy to navigate, teams are more likely to use them consistently, building habits that support accuracy, compliance, and client satisfaction.

4. How does Breeze compare to spreadsheets for accounting project management?

Choosing the right tool for managing accounting projects is about more than just convenience—it's about finding a platform that supports your team's workflow, reduces risk, and improves service quality. The table below highlights how traditional spreadsheets and a dedicated project management tool like Breeze stack up against each other across features that matter most to accounting teams:

This comparison illustrates a clear trend: while spreadsheets will always have their place for ad-hoc calculations and data analysis, they simply can't match the structure and efficiency of a tool like Breeze when it comes to managing client work at scale. Breeze's features are designed specifically to address the real-world challenges accounting teams face—helping firms stay organized, responsive, and compliant.

5. Why do some accounting firms hesitate to adopt project management tools?

A recurring theme among accounting professionals is the concern that adopting a project management tool may add complexity or disrupt established workflows. However, firms that have made the transition often experience the opposite: reduced time spent on administrative tasks and greater focus on delivering value to clients.

There is a real-world hesitation that's understandable. Change can be daunting, especially when it comes to the systems that underpin your daily work. Many firms worry about the learning curve, data migration, or the potential for resistance among staff who are comfortable with “the way things have always been.” In practice, the most successful transitions to project management tools are phased and pragmatic.

For example, one regional accounting firm decided to pilot Breeze with just one team—their audit group—rather than rolling it out to the entire organization at once. They mapped their audit workflow into Breeze, created task templates for each engagement, and used the platform alongside their existing spreadsheets for the first month. As the team grew comfortable with the new system and saw improvements in deadline tracking and communication, they gradually expanded Breeze to their tax and advisory teams. This incremental approach helped build buy-in and allowed the firm to refine their processes before a full rollout.

The primary barrier to adopting project management tools is frequently cultural rather than technical. Accountants are accustomed to precision and a strong sense of control, with spreadsheets offering the perception of direct oversight over every detail. As teams expand, however, this sense of control can become illusory; relying solely on spreadsheets can hinder collaboration and scalability.

Breeze addresses these challenges by creating shared visibility and accountability across teams. Rather than diminishing control, Breeze enables a new level of transparency and structure that supports firm-wide processes. By mapping unique workflows into Breeze, accounting teams gain the flexibility to adapt while establishing the foundations needed to scale without compromising quality or compliance.

6. Conclusion

Spreadsheets have served accounting firms well, but the demands of modern client work require more than rows and columns. Project management tools like Breeze offer a way to centralize work, improve collaboration, and ensure nothing gets missed. Backed by research from Deloitte, Gartner, and real-world case studies, the evidence is clear: making the switch isn't just about keeping up—it's about setting your firm up for sustainable growth.

Looking ahead, the future of accounting will be shaped by automation, artificial intelligence, and the ongoing need for simplicity in daily workflows. As more routine tasks become automated, the value of human expertise will increasingly depend on effective collaboration and client service. The right project management tool doesn't just help you organize tasks—it becomes the backbone for integrating new technologies, adapting to regulatory changes, and scaling your practice without sacrificing quality.

Whether you're a solo practitioner or part of a growing team, now is the time to look beyond spreadsheets. By adopting a project management tool like Breeze, you'll be better equipped to meet client expectations, navigate regulatory changes, and build a practice that thrives for years to come. To see how Breeze can help your firm move forward, explore project management for accountants and take the next step toward a more organized, efficient, and future-ready practice.