Artificial intelligence is rapidly becoming central to the accounting profession. Large language models and advancements in automation promise faster reconciliations, more efficient reporting, better analysis, and fewer repetitive tasks. For many accounting-firm owners, however, the sheer number of products and possibilities creates as much confusion as excitement.
Do you need to become a prompt engineer? Should you build your own tools? Which processes should you automate first? How can you protect client information and verify the work? Most importantly, how do you adopt AI without constantly disrupting your firm?
Tyler Otto offers a practical answer: treat AI less like magic and more like a new employee.
Otto is the president and owner of Specialized Accounting, a fully remote firm serving hospitality and service-based businesses across the country. Drawing on his experience building systems and leading a modern accounting practice, he joined Universal Accounting Center President Roger Knecht on the Building the Premier Accounting Firm podcast to discuss how firm owners can integrate AI deliberately.
Their conversation points toward an important conclusion. Successful AI adoption is not primarily about chasing the newest technology. It is about leadership, training, supervision, and building systems that make the firm more useful to clients and less dependent on its owner.
Treat AI Like a New Intern
Imagine that your firm has hired a new intern. The intern is intelligent, eager, and extremely fast—but unfamiliar with your clients, standards, workflows, and professional responsibilities.
You would not hand that person an important client assignment on the first morning and send the final work without review. You would begin with clear instructions, examples, limited responsibilities, and close supervision. As the intern demonstrated competence, you would gradually expand the role.
Otto and Knecht suggest that firm owners approach AI in much the same way. They give their hypothetical AI intern a name: “Adam.”
Adam can process information quickly and assist with a wide range of tasks. He can also misunderstand instructions, overlook context, or confidently produce an incorrect answer. Speed does not eliminate the need for review.
This analogy makes AI adoption more manageable. Instead of asking, “How can AI run my firm?” begin with a narrower question: “Which familiar task can I safely teach Adam to assist with?”
Start with work you understand well enough to evaluate. Possible early use cases include:
- Drafting a standard client email for human review
- Summarizing nonconfidential meeting notes
- Organizing a checklist or procedure
- Comparing transactions with established criteria
- Preparing questions for a client conversation
- Creating a first draft of a variance explanation
- Identifying items that require further investigation
The professional remains responsible for the final result. AI performs a defined part of the process while a knowledgeable person reviews its work.
This approach aligns with the foundation taught through Universal Accounting Center. Before professionals can supervise technology, they must understand the accounting work themselves. UAC’s Professional Bookkeeper and Professional Tax Preparer programs help students build the knowledge needed to recognize when an output is reasonable, incomplete, or wrong.
AI can accelerate a capable professional. It cannot substitute for a foundation the user never developed.
Begin With Tasks You Can Verify
One of the greatest risks in AI adoption is using a tool for work the firm does not know how to check. If no one understands the underlying process, an inaccurate output may pass through simply because it looks polished.
Otto’s intern model offers a safer progression:
- Choose a narrow task. Define one specific responsibility rather than attempting to automate an entire workflow.
- Document the current process. Identify the required inputs, decisions, outputs, and review points.
- Provide examples and standards. Show the tool what a successful result should include.
- Test with controlled information. Follow the firm’s privacy and security policies and avoid exposing protected client information to unapproved tools.
- Review every output. Compare the AI-assisted result with work completed through the established process.
- Track exceptions. Record where the tool fails, becomes inconsistent, or requires human judgment.
- Expand gradually. Increase responsibility only after the firm understands the tool’s limitations.
Accounting firms should also determine who owns the process. Someone must be responsible for approving tools, documenting acceptable uses, training the team, and updating procedures when software changes.
The goal is not blind trust. It is calibrated trust built through testing and verification.
Curate Your Technology Stack Instead of Chasing Every Tool
Firm owners face a constant stream of software announcements. Each new product seems to promise an easier workflow, a more automated close, or an instant competitive advantage.
But adding technology without a clear problem can make a firm less efficient. Employees must learn another interface, information becomes scattered across systems, and leaders spend more time managing software than serving clients.
Otto argues that the modern firm owner’s responsibility is to curate the technology stack. That means choosing a limited collection of tools that work together and support the firm’s strategy.
Before adopting a new AI product, ask:
- What specific problem will this solve?
- How does it fit into our existing workflow?
- Does it integrate with the systems we already use?
- How will it handle and protect client information?
- Who will review its work?
- What happens if the software fails or changes?
- Does the vendor provide dependable support?
- Will this tool still make sense as the firm grows?
A useful tool should reduce friction after implementation. If it adds complexity without creating a measurable improvement, it may not belong in the firm’s stack.
This strategic perspective also connects to UAC’s approach to firm ownership. Accounting professionals need more than isolated technical skills; they need a business model, repeatable processes, and a clear vision for the firm they are building. UAC’s turnkey business training helps professionals think like owners as they make decisions about services, clients, marketing, systems, and growth.
Be Cautious About Becoming Your Firm’s Software Developer
Generative AI has made it easier for nondevelopers to create scripts, integrations, and small applications. That can be useful for experimentation, but Otto cautions firm owners against building critical operations around proprietary code that only they understand.
If a custom tool breaks on a Friday evening, the client will still expect accurate work on time. When the firm owner is also the only developer, technical support becomes another responsibility that cannot be delegated.
This creates several risks:
- Key workflows depend on one person
- Documentation may be incomplete
- Updates to connected software may break the system
- Security and compliance issues may go unnoticed
- Employees cannot troubleshoot problems independently
- A future buyer may not want to inherit the custom environment
The question is not whether a firm should ever customize a workflow. The question is whether the benefit justifies the long-term responsibility.
Established vendors invest in product development, security, maintenance, and customer support. Using well-supported tools can allow the owner to focus on firm leadership and client relationships instead of maintaining software.
For most small accounting firms, a configurable industry platform will be more sustainable than a critical system built around the owner’s personal code. Experimentation should remain controlled, documented, and separate from production until the firm has established that the solution is dependable.
Expect AI Adoption to Require More Work at First
AI is frequently marketed as an instant time-saving solution. In reality, successful implementation usually begins with an investment of time.
The firm must map its current process, establish standards, train the tool and team, test outputs, document exceptions, and revise the workflow. During that period, the new process may take longer than the old one.
Otto emphasizes the need to slow down before speeding up. Firm owners who abandon a tool after one imperfect test may never reach the efficiency it can eventually provide. At the same time, owners should not continue investing in a product simply because they have already spent time on it.
Set clear measures for the pilot. For example:
- How long does the process take before and after implementation?
- Has the error or exception rate changed?
- How much review is still required?
- Has the workflow become easier to delegate?
- Does the client receive information sooner?
- Has the tool created capacity for higher-value work?
Time saved is only one measure of success. A strong implementation might also improve consistency, shorten turnaround times, reduce missed steps, or allow the firm to perform analysis it could not previously offer.
The objective is not merely to complete the same work faster. It is to create the capacity to provide better service.
Use New Capacity for Advisory Work
When AI and automation reduce repetitive production work, firm owners must decide what to do with the time they recover.
The greatest opportunity is not necessarily processing more low-priced transactions. It is spending more time on work that requires context, judgment, and human conversation.
That can include:
- Reviewing cash-flow trends with a client
- Identifying the causes behind a declining margin
- Building forecasts and evaluating scenarios
- Helping an owner prepare for hiring or expansion
- Improving pricing and service profitability
- Establishing meaningful key performance indicators
- Holding clients accountable to an action plan
AI may help organize information or create an initial analysis, but the accountant still brings professional skepticism, business understanding, empathy, and responsibility to the conversation.
This is where technology and UAC’s Profit & Growth Expert program complement each other. The program helps accounting professionals move beyond historical reporting and offer CFO and advisory services. As technology performs more routine work, advisory skills allow professionals to turn the resulting capacity into new client value and higher-value revenue.
The firm becomes more efficient without becoming less human.
Build Systems That Increase the Value of Your Firm
AI adoption is not only an operational decision. It can also influence the long-term value of the practice.
A firm that depends entirely on its owner is difficult to scale and potentially difficult to sell. If the owner holds every client relationship, completes every complicated task, and maintains every custom system, a buyer is not purchasing an independent business. The buyer is purchasing a job that only the current owner knows how to perform.
Otto connects standardized, industry-supported systems to a stronger exit strategy. A potential buyer is more likely to understand and trust documented workflows built on recognizable platforms. Employees can be trained more easily, processes are less dependent on one person, and the firm can continue operating when the owner steps away.
Firm owners can improve transferability by:
- Documenting recurring workflows
- Assigning clear ownership of each process
- Reducing dependence on custom code
- Using established and supported platforms
- Creating consistent service packages
- Standardizing client onboarding and communication
- Building relationships between clients and the broader team
- Tracking performance with meaningful metrics
These improvements can benefit the owner long before a sale. A more systematized firm is easier to manage, easier to delegate, and less likely to interrupt vacations or family time.
UAC’s training encourages accounting professionals to work on the business as well as in it. Its business-building systems and coaching can help owners create a practice that supports their desired income, schedule, and future rather than remaining dependent on their constant personal labor.
Lead a Culture of Responsible Experimentation
Technology alone will not transform a firm. Leadership determines whether employees feel prepared to use it responsibly.
If the owner ignores AI, the team may quietly experiment without guidance or avoid the technology altogether. If the owner treats every new tool as an emergency, employees may become exhausted by constant change.
A better approach is controlled experimentation. Create a safe way to test useful ideas while preserving professional standards.
Firm leaders can begin by:
- Establishing an approved list of tools and uses
- Defining what information may or may not be entered
- Requiring human review of AI-assisted work
- Selecting one pilot process at a time
- Inviting employees to report failures and limitations
- Sharing successful prompts and procedures
- Reviewing policies as tools and regulations evolve
Leaders do not need to pretend they have mastered every technology. They do need to remain engaged, curious, and accountable.
Otto’s broader message is that the firm reflects the owner’s willingness to learn. When leaders invest in professional development, test ideas thoughtfully, and treat mistakes as opportunities to improve the system, employees are more likely to do the same.
Professional communities can make this work less isolating. Through coaching, training, peer relationships, and events such as GrowCon, UAC gives accounting professionals opportunities to learn how other owners are responding to changes in technology and the profession.
A Practical Roadmap for Introducing AI
Firm owners do not need to reinvent the practice overnight. A measured roadmap can make adoption safer and more useful.
Step 1: Strengthen your accounting foundation
Make sure the person reviewing AI-assisted work understands the underlying accounting or tax process. Technology should not be used to conceal a knowledge gap.
Step 2: Identify a recurring bottleneck
Choose a task that consumes time, follows a recognizable pattern, and creates limited risk during a controlled test.
Step 3: Document the existing workflow
Write down the inputs, steps, decisions, final output, and review requirements before adding AI.
Step 4: Select a supported tool
Evaluate security, integration, reliability, vendor support, and long-term fit—not merely the quality of a demonstration.
Step 5: Pilot with human oversight
Test the tool on a limited set of work, following appropriate privacy controls. Verify every result.
Step 6: Measure the outcome
Compare time, accuracy, consistency, delegation, turnaround, and client impact with the earlier process.
Step 7: Document and train
If the pilot succeeds, create a standard procedure and make sure more than one person understands it.
Step 8: Redirect the capacity
Use the time recovered to improve client communication, deliver advisory insights, develop the team, or grow the firm.
Build a Firm That Uses AI Without Being Controlled by It
The future of accounting is not a contest between people and technology. It is a question of how capable professionals can use new tools while protecting accuracy, confidentiality, judgment, and client trust.
Tyler Otto’s intern analogy provides a practical starting point. Give AI a defined role. Train it with clear instructions. Review its work. Expand its responsibilities only as it demonstrates value. Most importantly, remain the professional in charge.
As Roger Knecht often emphasizes through Building the Premier Accounting Firm, firm owners must make the transition from technician to CEO. AI can support that transition, but only when it is paired with technical competence, business systems, leadership, and a clear service strategy.
Universal Accounting Center has helped accounting professionals start and grow their firms since 1979. Its Professional Bookkeeper, Professional Tax Preparer, and Profit & Growth Expert programs can help professionals build a strong technical foundation, expand into advisory services, and develop a more complete accounting practice. UAC’s turnkey business training and coaching also help students apply those skills as firm owners.
To learn how UAC can help you build a modern accounting firm, explore its training programs or call 435-344-2060 to speak with the UAC team.
AI should not become another source of chaos in your practice. Introduced deliberately, it can help you create stronger systems, serve clients at a higher level, and build a firm designed to last.
