Many business owners find bookkeeping, accounting, and auditing daunting, with 40% of small businesses considering accounting their most significant operational hurdle. Luckily, your business can sidestep these potential issues by hiring outsourced accounting clerks.
Imagine freeing up hours of your time while ensuring that a professional handles your financial records. How, though?
The answer lies in outsourcing. Outsourcing accounting clerks allows you to access skilled professionals who can efficiently manage your business transactions and accounting records—without the overhead costs of an in-house hire.
Outsourcing can be a game-changer for small businesses aiming to streamline operations or growing companies needing additional support. So, stick around to find out exactly how to hire an outsourced accounting clerk.
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Outsourcing an Accounting Clerk: Quick Overview
When you think about outsourcing an accounting clerk, there are many benefits, including saving costs and enhancing financial accuracy. Before jumping into the hiring process, let’s explore the key benefits and responsibilities of having an outsourced accounting clerk on your team.
The Benefits of Choosing an Outsourced Accounting Clerk
Whether you’re scouting for accounts payable clerks, auditing clerks, or accounting assistants, outsourcing these tasks sets you up for success with these benefits.
Cost Savings
Outsourcing accounting and clerical duties saves costs associated with full-time employees, such as salaries, benefits, and office space. An outsourcing partner charges only for needed services.
Access to Expertise
When you outsource, you can access skilled accounting and auditing clerks with specialized computer accounting software. They are often experts in financial statements and maintaining accounting records.
Scalability
Through outsourcing, your business can quickly scale your accounting support up or down, depending on your unique needs, from occasional bookkeeping to full-time assistance.
Increased Focus on Core Business
While the scope of work for accounting clerks frequently vary, regardless of what you choose for them to do, you’ll have more time on your hands. This makes it easier to focus on areas of your business that might need extra attention.
Enhanced Accuracy & Compliance
By partnering with outsourced accounts receivable clerks, you reduce the chances of making errors in financial reports, reconciling bank statements, and tax filings.
READ MORE: Why Outsource Accounting? Everything You Should Know (2025)
What can an Outsourced Accounting Clerk do for You?
An outsourced accounting clerk can handle various financial tasks that help keep your business running smoothly.
Key Responsibilities of An Outsourced Accounting Clerk
Typical responsibilities include:
- Recording Financial Transactions – They must make sure all recorded business transactions are accurate and up to date.
- Processing Invoices and Payments – Managing accounts payable and accounts receivable clerk duties to maintain cash flow.
- Bank Reconciliation – Reconciling bank statements to ensure all transactions match financial records.
- Preparing Financial Reports – Generating financial statements, expense reports, and other essential documents for business decision-making.
- Assisting with Tax Preparation – Gathering and organizing financial data for tax filings, ensuring compliance with regulations.
- Utilizing Accounting Software – Proficiency in specialized computer accounting software to streamline processes.
- Supporting Auditing Processes – Assisting with internal and external audits by ensuring records are complete and accurate.
READ MORE: Common Accounting and Finance Functions You Can Outsource
Step-by-Step: How to Hire an Outsourced Accounting Clerk
Time to get down to it – our step-by-step process breakdown to hiring an outsourced accounting clerk.
Step 1: Consider Your Business’s Needs
Before you begin your search, take time to think about your specific needs and goals, then use that to set up your accounting clerk job description. Consider:
- Which accounting and clerical duties do you really need, from accounts payable to reconciling bank statements and financial report preparation?
- What level of expertise does your business require? Do you need an entry-level accounting clerk or someone with specialized accounting software?
- What would their estimated workload be, and would you need part-time, full-time, or flexible support?
Step 2: Pick Your Outsourcing Partner
Unfortunately, not every outsourcing business meets expectations, so choosing a reliable partner to deliver excellent support is incredibly important. Look out for:
- A company with experience in providing accounting and auditing clerks.
- Strong client reviews and a proven track record in your industry.
- Transparent pricing and service agreements.
- Secure data management practices to protect sensitive financial information.
TIP: Working with a reputable outsourcing firm can give you peace of mind that your financial records are in good hands.
Step 3: Evaluate The Skills and Experience of Your Partner
After you’ve set up a list of prospective outsourcing partners, it’s time to evaluate whether or not they’d be the right fit for your business. Keep the following in mind:
- Be sure to look for qualified accounting clerks who are experts in various accounting methods, more specialized tasks, and bookkeeping software.
- While accounting clerks typically don’t require CPA certification, relevant experience, associate degrees, and proficiency in accounting software are essential. For higher-level roles, CPA or ACCA credentials may be appropriate.
- Check if they have received on-the-job training or hold a bachelor’s or associate degree in accounting.
- Go over their past experiences with financial statements, bank deposits, and business transaction records.
Step 4: Check to Ensure Compliance and Security
It’s no secret that handling financial records comes with many compliance and security risks, especially when outsourcing. Follow these steps to keep your business safe:
- Confirm that your outsourcing partner follows strict protocols, ensuring your financial data is secured.
- Ensure they are up-to-date with tax laws and compliance, financial reporting standards, and industry regulations.
- Ask about their approach to maintaining complete accounting records and how they handle sensitive information like overdue bills and expense reports.
Step 5: Establish Clear Communication Channels for Reporting
Finally, remember to set clear expectations to maximize the benefits of your outsourcing partnership. This includes requirements for communication and reporting.
- Clearly set out your required reporting schedule for financial reports, bank statements, code documents, and other documentation.
- Invest in accounting software that offers advanced computer spreadsheets aimed at collaboration.
- Schedule regular check-ins to discuss all of your bookkeeping, accounting, and auditing progress and predictions.
READ MORE: How to Outsource Accounting Services: The Definitive Guide
Tips for Managing an Outsourced Accounting Clerk
Contracts signed. Onboarding done. What’s next? Simply because you’ve outsourced duties does not mean you’ve outsourced responsibility. You’re still in charge of managing your outsourced accounting clerk, and here are our best practices to manage them effectively:
- Make the Most of Accounting Software: Why not enhance outsourced accounting with friendly software options like FreshBooks or NetSuite?
- Plan Regular Check-ins: Hold regular meetings to discuss financial analyses, track important numerical data, and tackle any questions.
- Keep an Eye on Performance: Set key performance indicators (KPIs) to ensure the thriving of our partnership.
- Safeguard Confidentiality: To protect your business, you should use non-disclosure agreements (NDAs), limit access to sensitive financial information, and utilize secure file-sharing options.
- Foster Continuous Learning: Encourage your accounting team to explore opportunities to stay current with the latest industry standards.
- Clarify Roles and Responsibilities: It’s helpful to outline clear expectations regarding daily tasks, project deadlines, and performance benchmarks.
FAQs About Hiring Outsourced Accounting Clerks
Considering everything in this guide, you might still have some lingering questions, so let’s look at the most popular ones.
What Is the Difference Between an Accountant and an Accounting Clerk?
Accounting clerks generally manage your data entry and maintain daily financial records with your business’s primary financial data. In contrast, accountants examine this data, assisting you in managing your finances, making informed financial decisions, and planning financially.
How Much Does Outsourcing Accounting Services Cost?
Outsourcing accounting services costs $500 to $2,500 monthly, depending on the scope of services, provider location, and business size. Basic bookkeeping falls on the lower end, while full-service accounting or specialized tasks cost more.
Is an Accounting Clerk a Bookkeeper?
No, an accounting clerk and a bookkeeper are not the same. While both roles involve recording financial data, accounting clerks typically work under the supervision of an accountant and handle specific financial functions (like AP/AR or payroll). Bookkeepers, on the other hand, often manage the entire day-to-day financial recordkeeping process for small businesses.
What Does an Outsourced Accountant Do?
An outsourced accountant manages diverse financial tasks, such as bookkeeping, reporting, tax preparation, payroll, budgeting, and strategic planning. They offer expert services without an in-house team, enabling businesses to concentrate on growth while maintaining financial accuracy and compliance.
Final Thoughts
Hiring an outsourced accounting clerk is a strategic move for businesses aiming to improve financial operations while reducing costs.
By selecting a skilled professional, ensuring compliance, and maintaining strong communication, companies can effectively manage their financial records without the burden of an in-house hire. Additionally, leveraging bookkeeping software and computer skills will further enhance efficiency and accuracy.
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