Securing Mobile Devices in Accounting Firms: IT Best Practices

Mobile devices are indispensable in almost every industry, and accounting is no exception. Accountants, financial advisors, and other professionals use mobile devices to access sensitive client data, communicate with colleagues, and perform time-sensitive tasks on the go. With the convenience of increased mobility comes the inherent risk of cybersecurity threats. 

The stakes are higher for accounting firms due to the nature of their work: managing sensitive financial information and personal client data while adhering to strict regulatory requirements. Without adequate mobile security measures, accounting firms are vulnerable to data breaches, unauthorized access, and other cyber threats.

Here’s how accounting firms can adopt best practices to secure mobile devices and protect their data.

10 Tips for Mobile Device Security 

The first step is acknowledging that we operate in a world where most employees constantly use their mobile devices. If you are under the impression that your employees are not among those who access sensitive company information from their phones, it may be time to reevaluate that thinking. Implement these ten tips to maximize mobile device security: 

1. Implement Strong Authentication Mechanisms

One of the most effective ways to secure mobile devices is by enforcing strong authentication protocols. Traditional password-based authentication can be easily bypassed or hacked, especially when weak passwords are used. To reduce this risk, accounting firms should adopt multi-factor authentication (MFA), requiring a combination of at least two of the following:

• Something you know (password or PIN)
• Something you have (smartphone app, hardware token)
• Something you are (biometric data, such as fingerprint or facial recognition)

MFA significantly reduces the likelihood of unauthorized access, even if an employee’s device is lost or stolen.

2. Enforce Device Encryption

Encrypting mobile devices is critical to safeguard sensitive information in case a device is lost or stolen. Modern mobile operating systems, such as iOS and Android, offer native encryption options that protect the data stored on the device. When data is encrypted, it becomes unreadable to unauthorized users, even if they gain physical access to the device. Accounting firms should ensure that device encryption is enabled by default on all mobile devices used for work-related tasks.

3. Use Mobile Device Management (MDM) Solutions

Mobile Device Management (MDM) solutions provide IT departments with centralized control over mobile devices within the organization. With MDM, accounting firms can enforce security policies, remotely wipe devices, track devices in real time, and push software updates to ensure that devices remain secure. MDM solutions also allow firms to monitor employee compliance with security protocols, including password strength and encryption settings.

As it’s rare for employees to use a personal and a work mobile device separately, MDM can also help differentiate between personal and work-related applications. This allows for a secure container approach that isolates sensitive business data from personal data.

4. Apply Security Updates and Patches Promptly

Just like with desktops and laptops, mobile devices require regular security updates and patches to defend against newly discovered vulnerabilities. Accountants often rely on mobile apps to access cloud-based accounting software or client portals, and these apps may have security flaws that could be exploited by cybercriminals.

IT teams should monitor the release of updates from mobile OS developers (Apple, Google) and third-party app providers, ensuring that all mobile devices are kept up to date. Automated update solutions can be used to reduce the risk of outdated software becoming an entry point for hackers.

5. Establish Clear Mobile Usage Policies

A well-defined mobile device usage policy is essential for securing mobile access in accounting firms. This policy should outline acceptable use, which types of devices and applications are permitted, and the consequences for policy violations.

For example, employees may be prohibited from accessing client data or financial records on personal devices or connecting to public Wi-Fi networks while working remotely. Additionally, it’s important to educate employees about phishing scams and the risks associated with downloading apps or accessing unsecured websites.

Regular training sessions on cybersecurity best practices can help staff recognize potential threats, such as phishing emails, malicious links, or suspicious downloads.

6. Use Virtual Private Networks (VPNs)

When accessing financial data remotely or over public Wi-Fi networks, it’s crucial to ensure that communications are encrypted. A Virtual Private Network (VPN) creates a secure, encrypted tunnel for data transmission between a device and the firm’s internal network, protecting sensitive data from being intercepted by hackers.

For mobile devices, firms should implement a VPN solution that automatically activates whenever a user connects to an untrusted network. This will help reduce the risks associated with accessing accounting systems and databases over unsecured Wi-Fi connections, such as in coffee shops or airports.

7. Limit Access Based on Role

Not all employees within an accounting firm require access to the same level of sensitive data. Role-based access control (RBAC) should be implemented to restrict mobile access to financial records, client data, and other sensitive information based on the user's role in the firm. This ensures that employees can only access the data they need to perform their job functions, reducing the potential impact of a data breach.

For example, senior accountants may have access to full client records, while junior staff may only be able to view specific documents or financial reports. RBAC also enables easier audit trails, allowing firms to track which individuals accessed certain data and when.

8. Backup Mobile Data Regularly

Regular data backups are essential for all mobile devices, particularly in the event of theft, loss, or device failure. Cloud-based backup solutions can automatically sync and store data, ensuring that important files are recoverable.

While most mobile operating systems have built-in backup services, accounting firms should implement more robust backup strategies for sensitive financial data. Backups should be encrypted, stored securely, and periodically tested to ensure that data can be restored efficiently if needed.

9. Monitor and Audit Mobile Device Activity

Ongoing monitoring and auditing of mobile device activity can help accounting firms detect any suspicious behavior, such as unauthorized access attempts or attempts to bypass security controls. Advanced security solutions, such as Endpoint Detection and Response (EDR) software, can provide continuous monitoring of mobile devices, flagging any potential vulnerabilities or signs of compromise in real-time.

By setting up alerts and conducting periodic security audits, firms can identify potential threats early and take appropriate action before data is compromised.

10. Educate Employees on Mobile Security Best Practices

Employees are often the weakest link in any security chain. Even the most robust security measures can be undermined if employees are unaware of the risks or don’t follow security protocols. Trust us, we’ve seen it time and time again!

Regular training on mobile device security best practices is essential to ensure that employees understand the importance of securing their devices and following firm policies. Topics should include recognizing phishing attempts, using strong passwords, avoiding public Wi-Fi for work-related tasks, and locking their devices when not in use.

Securing Mobile Devices in 2025

If cybersecurity is a top priority for your firm in 2025 (biased opinion here: it definitely should be!), make sure that your plan has an appropriate focus on mobile device security within it. Mobile devices play a pivotal role in most organizations –including accounting firms – and securing them against cyber threats must be a top priority. 

As mobile devices continue to play a pivotal role in the daily operations of accounting firms, securing them against cyber threats must be a top priority. 

By implementing these IT best practices — such as strong authentication, device encryption, MDM solutions, regular updates, and user education — firms can significantly reduce the risks associated with mobile device usage while maintaining productivity and client trust.

As a managed IT service provider, PK Tech is proud to offer 15 years of experience with a focus on accounting firms. We boast AICPAs SOC 2 Type II attestation, proving via third-party audit by an independent CPA firm that we passed a rigorous and comprehensive assessment of our security and privacy controls. Schedule a time to chat with our team here.