Choosing the Right AI Tools
- Heather Robinson
- 2 hours ago
- 4 min read
For all the promises being made about artificial intelligence (AI) right now, it’s not a magic wand. But with the right approach, it can be a powerful lever for change. The firms seeing the biggest gains don’t chase trends. They collaboratively solve real problems.
You have plenty of AI tools to choose from, but identifying the right tool requires aligning innovation with purpose, involving the people who make your firm run and committing to a process that ensures long-term value.
At Boomer Consulting, we believe every AI investment should move your firm closer to its strategic goals. So the next time someone in your firm says, “We need AI,” push the conversation forward by asking, “What’s the problem we’re solving and who needs to be at the table?” That’s where transformation begins.
Define the problem before you pick the tool
The most common misstep firms make when selecting an AI tool is skipping ahead to the solution without considering the underlying requirements. No amount of automation can fix a process you haven’t defined or a problem you don’t fully understand.
Start by asking:
What workflow or outcome are we trying to improve?
Who is impacted most by this challenge internally and externally?
How are we solving this today, and where does it fall short?
For example, are you trying to reduce manual data entry in client onboarding? Speed up document review during busy season? Or deliver faster, more accurate insights for advisory services? Each scenario could point to a different class of AI solution. Some may require intelligent document processing, while others need machine learning-powered analytics.
Without clarity on the “why,” it’s easy to invest in tools that add complexity instead of value.
Establish decision criteria
Once you define the problem, establish a consistent set of filters for evaluating potential tools. These filters should reflect your firm’s values, priorities and capacity to adopt and maintain new technology.
Key decision criteria include:
Functionality fit. Does the tool directly support the workflow or task you’re aiming to improve?
Ease of integration. Will it integrate seamlessly with your existing tech stack, or will it require custom workarounds?
User experience. Is it intuitive for both tech-savvy team members and those less familiar with AI?
Security and compliance. Does it meet your firm’s data privacy standards and applicable regulations?
Scalability. Will it only work for one team or scale across the entire firm as your needs evolve?
ROI and time to value. How long before you see measurable benefits, and what does success look like?
Having these filters in place before you schedule vendor demos ensures your decisions remain grounded in strategy rather than hype.
Involve the right stakeholders
The most effective AI decisions happen when leaders bring both technology and process voices to the table. Technology leaders can evaluate infrastructure needs, integration, licensing and data security risks. Meanwhile, process leaders understand how work gets done across teams. They’re best positioned to assess adoption risks, user experience challenges and potential impact on the client journey.
This cross-functional approach helps avoid a common trap: investing in a tool that works technically but fails to stick because it doesn’t fit the way your teams actually work.
Pilot intentionally
Rather than launching an AI tool firmwide on day one, start with a targeted pilot. Choose a team or workflow with a well-defined process and measurable outcomes.
Track usage data, time saved, error rates, or other key performance indicators
Solicit user feedback early and often from the people doing the work
Refine the implementation plan before scaling
An intentional pilot helps build internal buy-in, highlight unforeseen challenges and reduce the risk of costly missteps. It also allows your firm to test both the tool’s effectiveness and the support systems (like training and documentation) required for broader adoption.
Create a Feedback Loop
AI isn’t a “set it and forget it” investment. Like your firm’s processes, AI tools require ongoing evaluation and refinement.
Establish regular checkpoints to assess:
Is the tool being used as intended?
Are we realizing the benefits we expected?
What adjustments—technical or procedural—are needed?
Do users have the training and support they need?
Even successful implementations can lose steam without a feedback mechanism. Ongoing review helps your firm adapt as workflows evolve, team members change or the solution provider releases new features.
Choosing an AI tool shouldn’t feel like a gamble. When you pair the right technology with a strong process, you unlock efficiency, firm-wide confidence, innovation and momentum.
Your investment in AI should be strategic, not reactive. The most successful firms don’t chase every new tool; they solve real problems, involve the right people and measure impact along the way.
So the next time someone says, “We need AI,” respond with, “Let’s talk about the process first.”
Could your firm benefit from getting firm management and IT leaders in alignment?
The Boomer Technology Circles are a peer group of firm and technology leaders in the accounting profession who benefit from aligning IT and firm strategy and building valuable long-term relationships with solution providers and peers. Apply now to start building confidence in your firm’s technology decisions.
As the Marketing Manager for Boomer Consulting, Inc., Heather’s primary focus is on developing the firm’s marketing strategy and brand awareness to help drive business results. She is one of the leads of the Marketing & Business Development Circle. Internally she manages and executes marketing and business development initiatives, with daily oversight of the website, social media, and thought leadership content. In addition, as a part of the Business Development team, she provides leadership and strategic planning on marketing and communication practices for the firm.