What a proper software setup should cost, and what a botched cheap one costs later

You'll get wildly different quotes for accounting software setup. Some accountants charge a flat fee; others work hourly. It can be tempting to pick based on price alone. But whatever the price, watch for specific gaps—like a chart of accounts that doesn't match your tax obligations, data imported wrong, or nobody documenting what was actually done—since those cost more to fix later.

Understanding what goes into the price helps you spot what a low quote is really leaving out.

What a solid setup actually involves

A proper accounting software installation isn't just logging in and turning it on. It means:

• Auditing your current records (spreadsheets, old software, paper files, or a mix) to understand what data exists and its quality
• Building or configuring a chart of accounts that reflects your business structure and tax position
• Setting up VAT, tax codes, and filing categories correctly—especially if your compliance requirements changed
• Testing data imports or manual entry to catch duplicates, mismatches, and missing transactions
• Creating user roles and permissions so different team members can do their jobs without breaking controls
• Running reconciliations to verify opening balances match your bank and creditors
• Documenting the setup so the next person (or an auditor) knows what was done and why
• Training you or your staff on the basics so you're not dependent on the setup person for every transaction

Each step takes time and skill. Each step also prevents problems later.

Where cheap setups cut corners

Whatever a quote costs, ask what it actually includes. A rushed or under-scoped setup—at any price point—often skips:

• Deep review of your existing data. Data gets imported without checking it against what you actually have.
• Proper chart of accounts design. A generic template is used instead of one built for your business.
• Tax and VAT configuration. Default settings are used instead of reviewing your actual compliance obligations.
• Testing or reconciliation. Go-live happens without checking if opening balances are right.
• Documentation. Nobody writes down what was done, so when something breaks or you need to onboard a new accountant, there's no record.
• Training. You're left figuring out the software on your own, making entry errors or learning workarounds that create more mess.

These shortcuts can save time upfront for whoever takes them. But when they happen, they cost you time and money later—chasing incomplete records, fixing double-entered transactions, or facing tax filing delays because the setup wasn't right.

What drives legitimate price differences

Price differences reflect real factors, not necessarily quality. Real price drivers include:

Complexity of your history. Moving five years of scattered transactions onto software takes longer than moving two months. Messy records take longer than clean ones. Multiple business entities, significant VAT adjustments, or recent changes to your structure all add time.

Software choice and customisation. Sage is more involved than Xero for many setups. Enterprise versions need more configuration. Some accountants have done fifty Xero setups and can do it in their sleep; others are learning as they go.

Your involvement. If you're gathering data, testing imports, and answering questions as you go, the setup takes less cumulative time than if the accountant has to chase you for information or assumptions.

Ongoing support included. Some quotes include three months of help; others end the moment the invoice is paid. That's a real cost difference, not a quality difference.

Geographic and market rates. Rates vary across South Africa and by experience level. A chartered accountant in a major city costs more than a competent bookkeeper in a smaller town, and both can be right for the job.

A good quote itemises what's included, why it costs what it does, and what happens after go-live. A vague quote, regardless of price, won't.

When you're comparing setup specialists, focus on what they're promising to deliver, what they'll leave you with, and whether you can actually use the software afterwards without depending on them for every question. Confirm these three things directly rather than assuming them from the price.

Strove lets you compare verified bookkeepers and accountants in your area, read what others say about their work, and understand what you're actually getting. That transparency helps you make a cost choice that doesn't haunt you later.