Your firm’s cloud migration checklist: 4 proven steps for accounting firms

Migrating to the cloud doesn’t have to be risky or disruptive. For accounting firms, a structured migration checklist turns cloud adoption into a predictable, repeatable and low-risk process.

This guide outlines the four cloud migration steps accounting firms use to move confidently from Caseware Working Papers to the Caseware cloud platform—without data loss, significant downtime, or unnecessary rework.

Step 1: Preparation — clean up and get migration-ready

A successful cloud migration starts before any data moves.

Your goal: eliminate clutter, reduce errors and ensure your environment is ready.

Key preparation tasks:

• Delete duplicate files, outdated drafts and folders labeled “Copy of”

• Organize clients by year-end to support phased migration

• Confirm staff have completed basic orientation on your Caseware platform solution

• Verify stable network access (wired internet preferred)

• Assess available local storage for large file transfers

Best practice:

Start with a small pilot—migrate a few completed engagements first to validate your setup and establish internal standards.

Why this matters:

A clean Working Papers environment dramatically reduces troubleshooting and speeds up post-migration validation.

Step 2: Setup — configure your Caseware cloud environment

Once preparation is complete, your cloud workspace must be ready to receive data.

Your goal: ensure permissions, structure, and tools are configured correctly before execution.

Setup checklist:

• Create client entities in bulk using the Entity Import Wizard

• Assign user roles and permissions for proper access control

• Apply “Limited” access for confidential or restricted clients

• Install CloudBridge and consolidate files into a single migration folder

• Disable auto-sync or backup tools that could lock files

• Prevent device sleep, shutdown, or restart during migration

Before moving forward:

Perform a short dry run to confirm credentials, folder paths and network stability.

Why this matters:

Most migration delays come from permission issues or locked files—both avoidable with proper setup.

Step 3: Execution — run CloudBridge and monitor progress

Execution is where discipline pays off.

Your goal: migrate data in a controlled, observable way.

Execution best practices:

• Select 2–5 pilot engagements with varied file sizes

• Run CloudBridge one engagement at a time

• Monitor progress logs for file access warnings or mapping issues

• Limit Working Papers access to one user during migration

• Document skipped files or unsupported formats (e.g., CaseView files)

Timing tip:

Schedule migrations outside peak hours (early mornings, evenings, or weekends) to avoid network congestion.

Why this matters:

Controlled execution prevents corrupted uploads and helps you refine your process before scaling.

Step 4: Validation and sign-off — confirm accuracy and completeness

Migration isn’t complete until data is verified.

Your goal: confirm that everything migrated correctly and functions as expected.

Validation steps:

• Open migrated files in your Caseware platform product

• Verify trial balance totals using Caseware reports

• Confirm account mappings and external documents

• Ensure engagements appear correctly in the client list

• Record results for audit documentation

Final step:

Hold a short post-migration review with your team to address questions and build confidence before migrating additional engagements.

Why this matters:

Validation builds trust in the cloud environment and supports compliance and audit readiness.

From checklist to cloud confidence

Cloud migration isn’t about speed—it’s about precision, preparation and repeatable success.

With a structured checklist, accounting firms can:

• Reduce migration risk

• Maintain data integrity

• Improve collaboration and remote access

• Modernize workflows without disrupting daily operations

When you’re ready to migrate, CloudBridge gives you full control over a secure, efficient transition to the Caseware platform—on your terms.  

Want to learn more about how to prepare your team for a migration to the cloud? Check out our playbook on how to make technology stick by putting people at the center.

Have questions about your migration? Contact our team to get the right setup from day one.

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