AI Integration: A Step-by-Step Guide for Accountants

We’re all aware of AI’s incredible potential. From automating mundane tasks to providing deep insights, AI can be a game-changer, especially for accounting professionals.

Yet, one of the biggest hurdles is making AI a seamless part of our daily routines. The real challenge lies in overcoming the initial hesitations and anxieties that come with adopting any new tool.

A common question that arises is, “Can I trust it?” This skepticism is natural. When you’re used to a particular way of working, switching to a new tool can feel like trying to fit a square peg into a round hole. Will it save time? Will it be accurate? These are legitimate concerns that can make the transition to AI seem daunting.

In this post, I’m digging into:

• Why accounting professionals are hesitant to adopt AI technology
• A science-backed method to help you with AI integration in your daily routine
• An example of how one office manager used AI to replace a time-consuming task

Why aren’t professionals implementing generative AI?

Let’s face it: old habits die hard. Whether it’s Googling for information or sticking to tried-and-true methods, our established habits have a way of pulling us back to the familiar. Even when the familiar isn’t the most efficient, it’s comfortable. The fear of the unknown further fuels this inertia.

What if AI doesn’t deliver the results we expect? What if it complicates things instead of simplifying them?

Or what if it’s insecure? According to the 2024 Accounting Firm Technology survey, 55% of accounting professionals stated that data privacy was the biggest concern about implementing AI into their workflows. This is a valid concern, and developers are alleviating it with their accounting-specific tools.

Take Spark AI, for example. Unlike other GenAI tools, it won’t ingest your questions into its larger language model (LLM). Put differently, whatever you input into Spark won’t end up in another user’s response.

So, if it’s secure and much faster than the long-winded journey of sifting through search results, validating sources, and dealing with potentially outdated info—is the hesitance mainly because people are attached to what’s familiar?

Yes. People stick to what they know because it’s a habit, and habits are hard to break.

How to establish a new, “AI-first” habit

To effectively integrate AI into your daily workflow, try leveraging the habit loop, a science-backed system for forming new habits.

The habit loop: Cue, action, reward

Journalist Charles Duhigg’s book, “The Power of Habit,” describes the habit loop as a pattern involving three elements: cue, routine, and reward. The more the loop is used, the more concrete the habit becomes.

While the habit loop applies to how all our habits in life and business develop, here’s how it may help you successfully execute AI integration into your professional workflows:

1. Cue: Identify the moment when you need to solve a problem or complete a task.
2. Routine: Instead of your tried-and-true familiar routine, open an AI tool.
3. Reward: Experience the efficiency and effectiveness of AI in solving your problem. If the AI tool delivers a positive outcome, you’re more likely to use it again.

The habit loop operates through an associative learning process. When the brain begins associating the routine with the reward, it craves the routine whenever the cue is encountered. This craving drives the repetition of the habit loop over time, leading to the formation of an automatic habit.

And why not make it even easier on yourself? Here are some actionable tips accountants can use to incorporate AI into their daily routine so that when that cue (or trigger) hits, your AI tool will be ready to go:

• Keep a browser tab open: Have your AI tools readily available in an open browser tab. This makes it easier to reach for them when a trigger occurs.
• Use shortcuts: Set up shortcut keys or bookmarks to access your AI tools quickly. This reduces the friction in adopting the new habit.
• Carve out time: Dedicate time in your weekly meetings to discuss how you’re using AI. Sharing successes and struggles can help everyone adapt more quickly.

Understanding the types of rewards can help reinforce the new habit loop, too:

• Extrinsic rewards: These are external rewards (like getting a $10 Uber credit for inviting a friend to use Uber).
• Intrinsic rewards: The satisfaction of accomplishing something efficiently and feeling smarter.
• Social rewards: Recognition from peers or superiors for solving a problem quickly using AI.

Next, let’s look at a real-life example of how an office manager changed his normal routine to “AI-first” and see the habit loop in action.

Example: The office manager, the policy, and the reward

1. Cue

During a routine conversation with their superior, our office manager found themselves in the middle of a discussion about employee policies. Although no direct instruction was given, there was an implicit expectation that someone should address the issue. Recognizing this as an opportunity, the office manager decided to take proactive action.

2. Routine

Instead of grappling with the policy creation from scratch, the office manager turned to Spark for assistance. Within 15-20 minutes, they queried Spark about the best policies for the given situation. Spark provided a draft, which the office manager refined and promptly returned to the boss. This method not only streamlined the task but also significantly reduced the time required to complete it.

3. Reward

The superior was genuinely impressed by the swift and efficient resolution. This display of initiative and resourcefulness elevated the office manager’s standing within the firm. Consequently, they became a trusted resource for similar tasks, effectively enhancing their professional reputation and opening up more opportunities for meaningful work.

Conclusion: Work smarter, not harder

The office manager’s scenario is a classic example of how AI can transform mundane tasks into opportunities for growth and recognition.

You start with an unspoken challenge (the cue), change your approach by using AI tools (the routine), and end up with a boss who’s impressed and a role that’s suddenly a lot more interesting (the reward).

It’s all about working smarter, not harder. So, keep experimenting and learning—who knows what other mundane tasks you can turn into career-boosting opportunities?

For more about artificial intelligence and accounting, visit rightworks.com/blog.

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