Digital payments are no longer optional for accounting firms. But successfully adopting them across an entire firm takes more than flipping a switch.
In a recent webinar hosted by Aiwyn and Boomer Consulting, Meghan Roseman, Director of Aiwyn’s Payments Program, and Arianna Campbell, COO at Boomer Consulting, shared what actually drives adoption and leads to measurable results. The short version? It is not just about the software.
Firms that are getting this right are aligning their people, processes, data, and tools around a shared strategy. And it is paying off. One emerging Top 100 firm using Aiwyn reduced its 91-plus day aging AR by 90 percent and saved over 240 hours per month. That kind of outcome does not happen by chance.
Here are the key takeaways from the conversation.
People drive adoption
Meghan highlighted early on that digital payments are just as much about people as they are about the tools behind them.
“You can have the best technology in the world, but if your team doesn’t understand why it matters or what’s in it for them, adoption won’t happen.”
Adoption starts with firm leadership clearly explaining the why behind the change. Arianna added that just because something is said in a firmwide meeting does not mean people understand it. Change sticks when it is reinforced by direct conversations with managers and team leads.
The same idea applies to clients. A firmwide rollout is a perfect opportunity to set expectations, explain the benefits, and guide them through the transition.
Processes need to be aligned
One theme that came up throughout the session is that you cannot apply new technology to broken workflows.
Meghan gave an example of an emerging firm that implemented a consistent payment process across the board. Each partner was asked to identify the few clients who would not be a fit for online payments. Everyone else was expected to make the switch.
This kind of clarity reduces confusion, improves the client experience, and creates accountability across the firm. It’s also important to call out that these conversations did not happen after implementation. They were built into the rollout from the beginning.
Data quality matters more than you think
Many firms underestimate how much impact bad data can have. Missing or outdated contact information means invoices don’t reach the right people and payments are delayed.
Arianna summed it up well, “We can't talk about data too much.”
Firms that are making progress on this front aren’t waiting until their data is perfect. They are identifying where the biggest gaps are and making a plan to fix them over time. Meghan also noted that we’ve had significant success initiating data cleanup efforts by focusing on a subset of partners with the highest volume.
Good data drives automation, improves reporting, and makes every client interaction more seamless.
Use metrics to support, not to pressure
One of the more powerful parts of the discussion was about how to use adoption metrics effectively.
Arianna said, “I love any opportunity where we can use data and dashboards. It tells the story of what’s happening.”
That includes using partner-level scorecards to track who is moving clients to online payments and where things might be getting stuck. These insights should not be used to call people out, but rather to understand where help is needed, where process adjustments might make a difference, and where early success can be scaled.
Recognizing what is working is just as important as identifying what is not.
A real-world example of what’s possible
Meghan wrapped up the session by sharing a case study from an emerging Top 100 firm based in Dallas. After rolling out Aiwyn’s digital payments and engagement letter tools across the firm, the results were clear:
- 90 percent reduction in 91-plus day aging AR
- Over 240 hours saved per executive assistant each month
- 30 percent cash flow increase
With consistent leadership, clear processes, and strong follow-through, the firm was able to free up time, improve cash flow, and reinvest in higher-value work.
Take the next step without waiting for perfection
Meghan and Arianna both emphasized that firms do not need to get everything right before starting. A pilot group, a resource room or communication plan, and clear follow-up can go a long way.
This isn't an if you should adopt digital payments, it's really what is your plan or your strategy for doing that.
Ready to take the next step?
If you’re interested in connecting with the Aiwyn team to learn more about their Payments solution and program, schedule time to meet with the team.
