Scope creep is a common concern in accounting project management. It happens when the work grows bigger than what you first agreed on.
This can lead to projects taking longer, more cost incurred and may not meet expectations. For CPA firms, it’s important to know steps for avoiding scope creep in accounting well.
This guide will show you how to keep your accounting projects on track by making sure everyone knows what’s included from the start.
How can scope creep in accounting affect projects?
Scope creep in accounting is when a project expands beyond its original plan. In accounting, this could mean doing extra tasks, like making more reports, dealing with unexpected audits, or providing services you didn’t initially agree to.
- The project scope in accounting aren’t clear from the beginning.
- Clients ask for extra deliverables during the project.
- You and the client don’t see eye-to-eye on what’s included.
- Not realising how much time and effort a task will take.
Key steps for avoiding scope creep in accounting
Below are the steps to prevent scope creep in accounting, follow them below:
1. Start with a Clear Project Charter
Think of a project charter as a simple plan that sets the project’s main goals and boundaries. It should include:
- The purpose of the project (what are we trying to achieve?)
- The main things you’ll deliver (e.g., tax returns, financial reports)
- What’s not included (e.g., audit services, unless specifically mentioned)
Example: If you’re doing monthly bookkeeping, state clearly that tax preparation or payroll services aren’t included unless you agree on them separately.
2. Write a Detailed Scope Statement
A scope statement is a more detailed description of what the project involves. It should include:
- Main accounting project deliverables: A list of all the services you’ll provide (e.g., preparing quarterly financial statements).
- Exclusions: Things you won’t do (e.g., forensic accounting or specialist tax advice).
- Change Process: How you’ll handle requests for extra work (e.g., by adjusting the fees or deadlines).
- Tip: Use bullet points to make it easy to read and understand.
3. Use a Work Breakdown Structure (WBS)
A WBS is a way to break down big tasks into smaller, more manageable pieces. This helps you see all the steps involved and avoids missing anything.
Example WBS:
| What You’ll Deliver | Tasks |
| Monthly Bookkeeping | Recording transactions, balancing accounts, generating reports |
| Quarterly Financial Reports | Preparing profit and loss statements, balance sheets, cash flow statements |
| Tax Filing | Gathering tax documents, preparing tax returns, filing tax returns |
Breaking down the work makes it easier to spot potential scope creep early on.
4. Clearly State What’s Not Included
Listing what’s not included in your accounting services proposals can prevent misunderstandings later. For example:
- “This proposal writing for accountants doesn’t include payroll processing.”
- “Help with an audit will be charged separately if needed.”
According to a study by The Standish Group, uncontrolled scope creep is a major factor contributing to project failure. It leads to:
- 52% of projects experiencing scope creep.
- Increased project costs and extended timelines.
Another report highlighted that clear requirements reduce scope changes by up to 30%
5. Have a Change Control Process
Establish a set way to deal with changes to the project:
1. Write down any changes the client requests.
2. Work out how the changes will affect the timeline and cost.
3. Get the client’s approval before starting any extra work.
Example: If a client asks for additional financial analysis partway through the project, give them an updated timeline and cost for approval before you start the work.
6. Use a Requirements Traceability Matrix (RTM)
A requirements traceability matrix (RTM) is used to link business goals to the tasks that need to be completed.
Example RTM:
| Deliverable | Objective |
| Monthly Bookkeeping | Keep accurate financial records |
| Quarterly Reports | Show how the business is performing |
| Tax Filing | Make sure tax returns are filed correctly and on time |
If the client wants work done that is not mentioned in this matrix, this needs to be handled as a scope change.
7. Communicate Regularly
Regular communication helps manage expectations and avoid surprises.
- Check-Ins: Review how the project is going.
- Questions: Address questions and concerns as soon as possible.
8. Set Clear Timelines and Budgets
Make sure the budget is set at the start. Make the timelines known from the start as well so there is a good understanding of what each stage will require.
These cases highlight different ways to make good financial and client service decisions with outsourcing.
A study shows that you are more likely to be on time if there is clear communication on what is being produced.
Conclusion
Keeping your accounting projects / accounting client agreements on track means being clear, detailed, and having good communication. By setting clear goals, using tools like WBS and RTM matrices, and setting clear rules, CPA firms can keep projects on track.
This way, you can build great relationships with clients and avoid extra work and costs.
FAQs
What is ‘contract scope’ in accounting, and why is it important to define it clearly?
‘Contract scope’ in accounting means the specific tasks and services your firm has agreed to deliver to a client, as outlined in your agreement or proposal. It’s important to define it clearly to avoid doing extra, unagreed work, which can cost time and money.
How should I handle billing for accounting services to prevent misunderstandings about the ‘scope of work’?
To avoid billing disputes, be clear in your engagement letter about how you charge for different services. Itemise the costs for each task, and explain how you’ll handle extra work that falls outside the original agreement. Get client approval for any additional fees before starting the work.
What should an ‘accounting engagement letter’ include to protect both my firm and the client from ‘scope creep’?
An engagement letter should clearly define the services you’ll provide, what’s not included, the timelines, the fee structure, and the process for handling changes or extra work. It serves as a formal agreement, setting out the ‘project boundaries’ for the accounting work.
What are some effective ‘scope management techniques’ I can use in my firm to ensure accounting projects stay within the ‘defined project boundaries’?
Use a ‘Work Breakdown Structure’ to break down the work into manageable tasks, create a ‘Requirements Traceability Matrix’ to make clear how the project satisfies the clients requirements, and put in place formal change control procedures so any changes to the project have to go through strict channels.
How can I manage ‘client expectations’ in accounting projects to ensure they understand the ‘clear scope of work’ and the ‘project deliverables template’?
Communicate clearly from the outset what is and isn’t included in the project. Provide regular updates on progress, and be transparent about any potential issues or extra costs. Use a ‘Project Deliverables Template’ (such as a checklist or schedule) to show clients exactly what they’ll receive at each stage of the project.
This was all about the “Keeping your accounting projects on track: Steps for avoiding scope creep in accounting”. For more information related to Outbooks proposal tool reach out to us at info@outbookstech.com or call us at +44 3300578597, UK London
Parul is a dedicated writer and expert in the accounting industry, known for her insightful and well researched content. Her writing covers a wide range of topics, including tax regulations, financial reporting standards, and best practices for compliance. She is committed to producing content that not only informs but also empowers readers to make informed decisions.