Table A2. Intelligent accounting digital... | Emerald Publishing

Table A2.

Intelligent accounting digital maturity model for small and medium-sized accounting firms

Level/ dimension	1. Non-existent	2. Initial	3. Proficient	4. Advanced	5. Continuous improvement
Technology	Primarily using on-premise software or paper-based processes	Cloud-based financial system in use with built-in AI and some system integrations	Rule-based and AI features of the cloud system actively used; initial RPA/AI experiments conducted	Established RPA and AI use; AIS gaps filled; systems well-integrated	Leveraging latest technologies; continuously monitoring and evaluating new tools
Processes	Each employee manages clients independently with personal methods	Regular tasks listed; unnecessary ones removed. Processes documented and standardized. Roles clarified with clients	Employees skilled in process management. Uniform execution monitored and improved. Tasks scheduled and tracked	Automation opportunities analysed; development plans created	Automations actively maintained and continuously improved
Vision and leadership	Automation is not part of management’s plans	Automation is planned; staff engaged through communication and training. Management supports new work methods. Pricing reflects automation use	Automation is trusted and actively used. New solutions are tested. Plans are clearly communicated and tracked with metrics	Operations rely on automation. Staff involved in development. Automation development is budgeted, and staff skills are enhanced through training	Some employees act as citizen developers. Company has dedicated or outsourced IT resources and a tech development lead
Data and cybersecurity	Data mainly in paper or PDF format; its value to operations is unclear	Cybersecurity and customer data protection documented and acknowledged	Business continuity and risk plans in place. Internal monitoring active. Staff trained in data security	Data used to improve quality, processes and communication. Data security officer appointed	Data seen as a key resource. Financial data used across company boundaries for analysis and consulting
Reporting and customer communication	Statutory reports sent via email or mail	Customers access reports directly from the system. Reporting schedule agreed upon	Dashboards available. Customer and partner satisfaction monitored regularly	AI provides insights, alerts and forecasts. Automation used in communication. Customer retention plan in place	Cause-and-effect reports used. 24 / 7 service enabled by AI. Quotation, purchase and onboarding automated
Role of the accountant	Focus on data entry, statutory accounting and tax returns	Helps clients understand financials and enables internal reporting	Communicates insights and guides clients in process and automation development	Challenges and supports clients in identifying improvements and suggesting solutions	Accountant specializes in consulting, technology, data security or process management
Sales to cash	Billing data is unstructured; invoices sent as paper or PDFs. External sales data entered manually	Invoices created in accounting or sales systems. E-invoicing used. Partial system integration	External systems integrated. Contract billing automated. Mobile billing supported	Billing starts automatically from digital data. E-invoice approval in place	Billing initiated via new tech (e.g. voice recognition). Data used for cost accounting
Purchase to pay	Invoices are received and paid manually. Documents arrive as paper or PDFs	Invoices received in structured format. Sent for customer approval via accounting software. Receipt app in use	Approved invoices paid automatically. Default accounts and built-in automations used	ML improves invoice processing beyond built-in automation capabilities	Most invoices and receipts processed without human input. Data used for cost accounting and inventory
Payments	Paper or PDF bank statements used. Reference payments recorded manually	Machine-readable bank statements imported automatically to AIS. Default accounts used for entries	Software uses built-in machine learning to record transactions	AI allocates payments with incomplete data	AI identifies and analyses accounts receivable discrepancies
General ledger	Information received in various formats and channels. Entries made directly to the general ledger	Data received in structured form	Automations used for tasks like accruals and allocations	Tailored automations and internal audit reports support ledger entries	Recurring ledger tasks and financial statement entries automated. Management reports generated automatically
General ledger		Internal audit reports used	Automations used for tasks like accruals and allocations
Payroll	Payroll info received in various formats. Customers send paper or PDF documents	Payroll data received in structured format. Payroll separated from accounting. Data transferred via integration	Customers update payroll info via portal. Monthly salaries processed automatically	Time tracking system integrated. Hourly wages calculated automatically. Payroll clerk reviews before payment	All salaries calculated automatically. Automation checks and suggests corrections. Payroll clerk approves for payment

Level/ dimension	1. Non-existent	2. Initial	3. Proficient	4. Advanced	5. Continuous improvement
Technology	Primarily using on-premise software or paper-based processes	Cloud-based financial system in use with built-in AI and some system integrations	Rule-based and AI features of the cloud system actively used; initial RPA/AI experiments conducted	Established RPA and AI use; AIS gaps filled; systems well-integrated	Leveraging latest technologies; continuously monitoring and evaluating new tools
Processes	Each employee manages clients independently with personal methods	Regular tasks listed; unnecessary ones removed. Processes documented and standardized. Roles clarified with clients	Employees skilled in process management. Uniform execution monitored and improved. Tasks scheduled and tracked	Automation opportunities analysed; development plans created	Automations actively maintained and continuously improved
Vision and leadership	Automation is not part of management’s plans	Automation is planned; staff engaged through communication and training. Management supports new work methods. Pricing reflects automation use	Automation is trusted and actively used. New solutions are tested. Plans are clearly communicated and tracked with metrics	Operations rely on automation. Staff involved in development. Automation development is budgeted, and staff skills are enhanced through training	Some employees act as citizen developers. Company has dedicated or outsourced IT resources and a tech development lead
Data and cybersecurity	Data mainly in paper or PDF format; its value to operations is unclear	Cybersecurity and customer data protection documented and acknowledged	Business continuity and risk plans in place. Internal monitoring active. Staff trained in data security	Data used to improve quality, processes and communication. Data security officer appointed	Data seen as a key resource. Financial data used across company boundaries for analysis and consulting
Reporting and customer communication	Statutory reports sent via email or mail	Customers access reports directly from the system. Reporting schedule agreed upon	Dashboards available. Customer and partner satisfaction monitored regularly	AI provides insights, alerts and forecasts. Automation used in communication. Customer retention plan in place	Cause-and-effect reports used. 24 / 7 service enabled by AI. Quotation, purchase and onboarding automated
Role of the accountant	Focus on data entry, statutory accounting and tax returns	Helps clients understand financials and enables internal reporting	Communicates insights and guides clients in process and automation development	Challenges and supports clients in identifying improvements and suggesting solutions	Accountant specializes in consulting, technology, data security or process management
Sales to cash	Billing data is unstructured; invoices sent as paper or PDFs. External sales data entered manually	Invoices created in accounting or sales systems. E-invoicing used. Partial system integration	External systems integrated. Contract billing automated. Mobile billing supported	Billing starts automatically from digital data. E-invoice approval in place	Billing initiated via new tech (e.g. voice recognition). Data used for cost accounting
Purchase to pay	Invoices are received and paid manually. Documents arrive as paper or PDFs	Invoices received in structured format. Sent for customer approval via accounting software. Receipt app in use	Approved invoices paid automatically. Default accounts and built-in automations used	ML improves invoice processing beyond built-in automation capabilities	Most invoices and receipts processed without human input. Data used for cost accounting and inventory
Payments	Paper or PDF bank statements used. Reference payments recorded manually	Machine-readable bank statements imported automatically to AIS. Default accounts used for entries	Software uses built-in machine learning to record transactions	AI allocates payments with incomplete data	AI identifies and analyses accounts receivable discrepancies
General ledger	Information received in various formats and channels. Entries made directly to the general ledger	Data received in structured form	Automations used for tasks like accruals and allocations	Tailored automations and internal audit reports support ledger entries	Recurring ledger tasks and financial statement entries automated. Management reports generated automatically
General ledger		Internal audit reports used	Automations used for tasks like accruals and allocations
Payroll	Payroll info received in various formats. Customers send paper or PDF documents	Payroll data received in structured format. Payroll separated from accounting. Data transferred via integration	Customers update payroll info via portal. Monthly salaries processed automatically	Time tracking system integrated. Hourly wages calculated automatically. Payroll clerk reviews before payment	All salaries calculated automatically. Automation checks and suggests corrections. Payroll clerk approves for payment

Source(s): Authors’ own work