Authored by: Bryan Lachapelle, President & CEO
A new app promises to cut hours off your team’s workload. It looks clean, works fast, and says it connects with the tools you already use. It’s tempting to install it right away and deal with the details later.
But that shortcut could cost more than it saves.
Every new app creates a path between your systems and someone else’s. If that path is weak or poorly protected, your clients’ private data could be exposed. That means CRA trouble, client complaints, or even legal action.
Here’s how to prevent that from happening.
Don’t Let a Single Weak Link Break the Chain
One small gap in your system can lead to major problems. This is not just a theory. It happened to T-Mobile in 2023. A tiny flaw became an open door for attackers. The real issue was how many third-party tools were connected behind that door. Once attackers got in, the damage spread quickly.
Even small firms use a mix of tools to handle payroll, bookkeeping, tax prep, and client communication. If just one tool is not secure, everything becomes vulnerable.
But there is a better way. With the right steps, you can bring in new tools safely. These five tips can help turn risk into peace of mind.
Step 1: Check Who Built the Tool
Before you add any new software, find out who is behind it. Look past the flashy features and check for proof that the company takes security seriously.
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Ask for a SOC 2 Type II report
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Review how they handle data and privacy
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Look up their history of breaches or security issues
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See if their team is open and easy to reach
If answers are vague or missing, move on.
Step 2: Understand What the Tool Can See
Every app touches your data. You need to know how much access it wants.
Be careful with tools that ask for full read and write access. Use the principle of least privilege. Only give access to the data the tool needs to do its job.
Ask the vendor to explain what data the app collects, where it is stored, and how it is moved. A trusted IT partner can help create a simple chart to show the flow of information.
Step 3: Review the Legal Details
If your firm handles client information, you must follow rules like PIPEDA. Some tools may also need to meet GDPR if you serve clients outside of Canada.
Read the vendor’s terms of service and privacy policy. Make sure they are willing to sign a Data Processing Addendum (DPA) if your compliance needs require it.
Find out where their servers are located. Some countries do not offer strong privacy protections. Choosing the wrong vendor could expose your data to legal risk.
Step 4: Know How the Tool Connects to Your System
Avoid any app that asks for your username and password. Choose software that uses secure methods like OAuth 2.0. This way, passwords stay private and your system stays safer.
Also, make sure your IT team has control over who gets access. There should be a dashboard that lets you turn access on and off easily.
Step 5: Plan for the End Before You Begin
Every software has a shelf life. The vendor might change. Your needs might shift. Before you install a new tool, ask what happens when the relationship ends.
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Can you export your data easily?
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Is the data in a format you can use later?
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Will the vendor delete all your data once you leave?
Good vendors have clear answers to these questions. That gives you freedom and control even after the partnership ends.
Create a Safer, Smarter System
Every accounting firm depends on software. There is no way around it. But not every tool is a safe fit. By following a careful process for adding new apps, you can reduce risk and increase confidence. You do not need to feel anxious every time a new tool promises big things. These five steps give you a simple way to move forward without fear. Book an appointment today.
