Do you feel like your books are running you, rather than the other way around? Between chasing receipts, closing month-end, and managing staff turnover, many CPA firms, nonprofits, and small businesses find themselves lost in the ledgers. That’s exactly where outsourcing accounting services comes in. Done right, it doesn’t mean losing control, but gaining clarity, consistency, and capacity.
Let’s walk through how to outsource accounting services effectively, and what to look for in a trusted partner who will take accounting tasks off your plate so you can focus on what you do best.
1. Know when it’s time to outsource
There’s no single right moment to outsource your accounting, but there are clear signs you’re ready. If you’re a CPA firm, it might be when:
- Your staff is overloaded with bookkeeping work that keeps them from higher-value client service
- You’re turning away business because your internal resources are stretched
- You want to grow your advisory or tax divisions without compromising on accounting quality
If you’re a nonprofit or small business, outsourcing may make sense when:
- You’re spending more time managing spreadsheets than running programs or serving customers
- Your internal accounting staff is small or nonexistent
- You’ve outgrown manual systems and need better reporting or audit readiness
Think of outsourcing as a way to add capacity without adding headcount.
2. Decide what to keep, and what to let go
Start by mapping out your accounting workflow. What’s taking the most time? What needs specialized expertise?
Common functions to outsource include:
- Bookkeeping and reconciliations
- Accounts payable and receivable
- Payroll processing
- Monthly reporting and financial statements
- Cloud accounting setup and maintenance
For example, a CPA firm might outsource bookkeeping for multiple clients to us, freeing their team to focus on tax strategy or business consulting. A nonprofit might outsource its monthly reporting and grant tracking, ensuring compliance and accuracy without the overhead of a full-time finance team. We design custom-fit solutions so you can decide how much to keep in-house, and we take care of the rest.
3. Choose the right partner (and tech stack)
Outsourcing only works when your partner truly understands your world. Look for a team that knows your industry’s nuances, from nonprofit fund accounting to CPA firm workflow management.
A great outsourced accounting partner will:
- Speak your language (not just in debits and credits, but in business goals)
- Use secure, cloud-based tools like QuickBooks Online, Xero, and single sign-on dashboards
- Provide real-time access to reports and data
- Offer proactive communication, not just after-the-fact reports
- Bring the best of both worlds: human expertise and smart technology
4. Manage the transition smoothly
Transitioning to outsourced accounting doesn’t have to be disruptive. The key is planning and clear communication.
Here’s how we typically structure a smooth handoff:
- Assessment: We review your current systems, chart of accounts, and processes
- Migration: We clean up and migrate your data to the cloud (if it’s not already there)
- Testing: We reconcile balances and verify that reports match
- Training: We onboard your team to new tools and reporting dashboards
- Go-live: Once everything is tested and stable, we take over ongoing tasks[1]
5. Stay connected and in control
Outsourcing your accounting isn’t a “set it and forget it” function. It works best when you and your accounting partner collaborate closely. It’s advisable to establish a rhythm of communication, such as weekly updates, monthly reviews, quarterly strategy sessions. This keeps everyone accountable and ensures your numbers stay aligned with your goals.
At Pillar, we believe in transparency and integrity. You’ll always know what’s happening behind the scenes. Our clients have real-time access to dashboards, clear deliverables, and consistent points of contact.
6. Think beyond the book
The true benefit of outsourcing is the ability to make better business decisions. With the right data and systems in place, you can:
- Forecast cash flow with confidence
- Identify cost-saving opportunities
- Plan staffing and expansion strategically
- Present accurate reports to boards, investors, or auditors
Pro tip: That’s why many of our clients extend their partnership into Partial CFO services for insights that turn numbers into action.
7. Measure success over time
As you settle into your outsourcing partnership, track the results. Look for indicators like:
- Time saved per week
- Fewer data errors and late reports
- Improved cash flow visibility
- Capacity gained for higher-value work
Most clients start to see measurable improvements within the first few months, especially once automation takes hold and the team gets comfortable with the new system.
Ready to simplify your accounting?
Outsourcing your accounting means gaining a reliable partner, smarter systems, and more time to focus on what really matters. At Pillar Accounting & Technology, we combine precision, transparency, and the latest cloud tools to deliver accounting that’s clean, compliant, and completely stress-free. Contact Pillar today to explore outsourced or cloud accounting solutions tailored to you.