Expert advice on upgrading to Inflo Workpapers

For many audit firms, transitioning from legacy systems to modern digital audit platforms can feel like a daunting task. Those that have taken the plunge, however, are reaping the rewards – ranging from streamlined processes to audit quality improvements.

At Inflo’s recent User Summit 2025, a panel of three audit leaders from firms that have adopted Inflo Workpapers offered up advice and first-hand experiences for those considering a similar move.

Moving on from legacy systems

It’s not uncommon for audit firms to hold on to legacy software for far too long. Alistair Main, Director and Head of Assurance at Duncan & Toplis, noted they had relied on desktop software since 2006, stretching well over 15 years.

Similarly, Caroline Monk, Executive Partner at Beever & Struthers, shared that prior to switching to Workpapers, their team had been using software from 1991. It was a platform clearly not designed for today’s audit landscape.

Monk explained that the decision to change came from a growing realisation that they were trying to fit new audit processes into an outdated system.

“Everything was changing in what was required out of the audit, and we were trying to shoehorn this into something that still looked the same.”  After searching fruitlessly for workarounds in their old system, the team realised that “the thing was not to work around, but to start afresh.”

HaysMac also began looking for a more modern audit platform when it became clear their existing software was not doing what they needed it to do. The firm had developed it themselves and had been using it for 15 years.

“It wasn’t quite 1991, but it looked like it was – and it was broken,” said David Cox, Head of Audit for HaysMac. “It couldn’t adopt ISA 315. We needed something else.”

Tackling the change management challenge

Implementing a new software platform didn’t come without its hurdles. Main highlighted that bringing the Duncan & Toplis team along on the journey was vital, particularly in handling group audits where client processes didn’t always align with the new workflow.

Involving all levels of the business early on and being transparent about pilot results helped build internal trust and understanding.

“We made sure everybody saw the genuine benefits of this change and why it’s good for everyone in the business.”

Upskilling Inflo champions within the firm also proved essential in supporting their colleagues through the change, Main said. They regularly answered team members’ questions, replicating scenarios and providing solutions.

It’s important for firms to implement new software that follows the path set out by the vendor, Monk pointed out. Allowing team members to get caught up in thinking their firm is different, and can therefore implement the software differently, can lead to delays and other problems. “My advice to anyone who has not yet started is to cut that off at the first opportunity.”

Benefits in action

The panelists detailed the many benefits their firms have realised since moving away from their older systems to the fully digital, cloud-based Inflo Workpapers, including:

Elevated audit thinking and quality

Once Workpapers was introduced, teams quickly saw a shift in process and mindset. Main said his team became more reflective in their work, often questioning why tasks were done a certain way and actively looking for improvements.

“People are naturally questioning why – why did we do this previously, can’t we do it this way instead? We’re really pleased that in a few months we’re already getting those questions.”

Risk assessment improvements

Cox noted that HaysMac has seen big improvements in the area of risk assessment since using Workpapers. They had tried to perform this kind of process in their old system using spreadsheets, but quickly realised it wasn’t going to work. The situation is far different since adopting Inflo.

“Using the technology to actually import the numbers and tailor our audits to properly do risk and response is definitely efficient, but it’s improved our quality as well.”

Efficiency gains

Monk described a drastic reduction in audit testing at Beever & Struthers. What used to require hours now takes minutes with Workpapers. Cox noted that EQRs at HaysMac have signed off on sample sizes as small as two, thanks to robust data analytics. These are reminders that the use of digital technology saves auditors time and creates a better experience for clients.

Stronger documentation

Under their old auditing platform, HaysMac would take a “blank page” approach to documentation, said Cox. “The idea was to start with a blank page and then have the teams fill it in. Sometimes, though, our people didn’t know what to do because it was so blank it wasn’t very prescriptive about what to do.”

Now, with Inflo Workpapers, “it’s helping us do the basic stuff initially, every single time. That is definitely improving audit quality. It’s also giving us more time to be able to spend on the judgmental areas and documenting them.”

Key advice

Each panelist was asked for their one key piece of advice for firms looking to transition from old desktop-based platforms to advanced, digitally driven software like Workpapers.

For Main at Duncan & Toplis, it’s all about communication. “Bring people with you. Start the conversations with everybody as to the whys and how you’re going to go about going from where you are now to where you want to get to.”

Monk used an analogy of a train trying to get over a hill to illustrate her point that firms must keep pushing forward with their vision for new technology, even if some team members continue to put up resistance.

“You’ve got people at the front who really want to push forward, and you’ve got people at the back who don’t want to be on it at all. At some point you’ve got to do that final nudge, push it over. If it’s too fast for the people at the back, that’s for them to deal with.”

HaysMac opted to transition from their old system to Workpapers immediately, rather than do a longer, phased-in approach – one that Cox described as a “big bang” method.

“It was hard in the first year, but at least we weren’t using two different audit systems at the same time,” he said.

That helped reduce any confusion that might have resulted from juggling two separate platforms. “We had brand new juniors, and we just taught them one way to do the audit rather than two different ways.”

If your firm is looking to move away from outdated audit technology and enjoy the benefits of a modern data-driven platform, discover how Inflo Workpapers can help you get there. Learn more today.