How to manage remote accounting teams effectively

1. Design communication — don’t just let it happen

We’ve all seen the ‘this meeting could have been an email’ memes and let’s be honest, sometimes we’ve starred in them. Remote work only raises the stakes: suddenly, every ping, call, or invite can feel like an interruption.

• Set the rules of engagement: What’s urgent (call), what’s not (email), what’s for group chat? Make it explicit.
• Default to transparency: Share updates, wins, and even mistakes in public channels so everyone learns together.
• Asynchronous for the win: Not everything needs a meeting. Use recorded video updates, shared docs, or voice notes so people can catch up on their own time — without adding another ‘could have been an email’ to the pile.

2. Trust your team, but don’t leave them guessing

Managing a remote team means recognizing that a green dot on Slack doesn’t always tell the full story of someone’s day. Trust becomes the foundation of collaboration, but it works best when paired with clear expectations and thoughtful support.

• Ditch the butts in seats mindset: Judge by output, not hours online. Nobody needs to prove they’re working by replying to emails at midnight.
• Give clarity, not micromanagement: Be crystal clear about goals, deadlines, and what success looks like, just like you do for your clients. Then get out of the way.
• Check in, don’t check up: Regular one-on-ones are for support, not surveillance. No one wants to feel like they’re on probation because they work from home.

3. Set the standards, then let people flex

If you’ve ever spent 10 minutes searching for “final_final_v2.xlsx,” you know why we’re suggesting standardizing processes for remote accounting. But let’s be real: nobody wants to wade through a 50-page manual just to send an invoice.

• Document your processes: This is the biggie, so let’s really get into it.

We’ve all been there — wondering how to onboard a client, handle a tricky reconciliation, or submit expenses, and not wanting to ping someone for the hundredth time. That’s where SOPs (Standard Operating Procedures) come in for accounting firm management. Think of them as your team’s ‘how we do things here’ playbook: clear, step-by-step guides for your most important workflows.

“You do not rise to the level of your goals. You fall to the level of your systems.”
-James Clear, Atomic Habits

In other words: even the best intentions can’t save you from a messy process. SOPs are the safety net that keeps quality (and sanity) intact — especially when people are working from different places and at different times.

Where should you build them?

Keep it simple and accessible. Google Docs, Notion, your favorite workflow tool, or a shared folder in your document management system all work well. The key is that everyone knows where to find them, and that they’re actually kept up to date. Bonus points for using screenshots, short Loom videos, or checklists to make things even clearer and easier to follow.

• Invest in secure, shared tech: Cloud-based tools, password managers, and clear data protocols are non-negotiable. Your SOPs should spell out which tools to use for what, and how to keep client data safe.
• Let people personalize their workflow: If someone works best from 7–3 and another from 11–7, as long as the work gets done, does it matter? (Spoiler: it doesn’t.) SOPs can set the what and how, and leave room for people to choose the when.

Real talk: No one’s going to memorize every SOP. But when things go sideways (or you’re onboarding someone new), you’ll be glad you wrote it down.

4. Weave culture into every day

Mandatory fun on Zoom isn’t for everyone. Luckily, remote culture is about more than forced fun and “virtual team building” … *shiver*.

Here are a few things we’ve seen work for real teams:

• Recognition in team meetings: Start or end your weekly call with a round of shoutouts — big wins, small wins, or just someone who helped out a teammate. Recognition lands even better when it’s public and specific.
• Dedicated Slack (or Teams) channels for culture: Create spaces for #wins, #kudos, #random, or even #petsofmelio. These channels give people a place to share good news, swap stories, or just post a funny meme when they need a laugh.
• ‘Wins of the week’ threads: Every Friday, invite everyone to drop one thing they’re proud of — work-related or not. It’s a low-pressure way to celebrate progress and build connection.
• Virtual coffee chats or donut pairings: Use tools like Donut (for Slack) to randomly pair team members for a 15-minute virtual coffee or catch-up. It’s a great way to break down silos and help new hires feel included.
• Storytelling moments: Set aside time in all-hands meetings for someone to share a client win, a challenge they overcame, or even a funny tech fail. These stories help people connect on a human level.
• Intentional mentorship: Go beyond “reach out if you need help.” Pair juniors and seniors for regular check-ins, or set up rotating ‘office hours’ where anyone can drop in for advice.

Pro tip: The best culture-building isn’t about big, expensive events — it’s about small, consistent rituals that make people feel seen and valued, wherever they’re working from.

5. Spot remote team problems early (then actually talk about them)

If a client suddenly stopped replying to emails or went silent after a big project, you’d notice right away. You’d reach out, check in, and try to get ahead of any issues before they snowballed. Your team deserves the same proactive attention.

• Watch for radio silence: If someone’s gone quiet, check in. Don’t assume all is well.
• Ask for feedback, then act on it: Pulse surveys, anonymous suggestion boxes, or just a standing “what’s not working?” agenda item. If you ask, be ready to listen.
• Fix tech issues fast: Nothing kills morale like a broken VPN or a clunky workflow. If you wouldn’t tolerate it in the office, don’t settle for it remotely.

Quick self-check:

• When was the last time you checked in with a team member just to see how they’re doing-outside of project updates?
• Do you have a way for team members to raise concerns privately or anonymously?

6. Make career growth accessible from anywhere

Just because you’re not in the office doesn’t mean your career should be on mute. Out of sight shouldn’t mean out of mind.

• Make advancement visible: Spell out what it takes to get promoted or take on new responsibilities, and make sure it’s achievable from anywhere. Share clear criteria and timelines for progression so remote team members know exactly what’s expected.
• Check in on career goals: Make career development a standing topic in one-on-ones, not just an annual review item. Ask: “What skills do you want to build next?” or “Where do you want to be in a year?”
• Offer learning opportunities: Online courses, project rotations, or even lunch and learns over video. Growth shouldn’t depend on being in the right place at the right time. Encourage team members to set personal development goals and support them with a learning budget or access to relevant webinars and conferences.
• Recognize contributions publicly: So remote folks aren’t invisible when it comes time for raises or recognition. Shoutouts travel just as far over Wi-Fi. Use team meetings, chat channels, or company newsletters to highlight great work and celebrate milestones.