An enquiry arrives from a good prospective client, and you say no because nobody in the practice has the hours. If that sounds familiar, the question is no longer whether to get help. It is what to hand over first.
This guide gives you a way to choose. It covers finding the real bottleneck, scoring your own tasks, running a small pilot and knowing when not to outsource yet. We provide outsourcing for UK accountants, and our team is led by an ACCA member, so we have a commercial interest in this topic. The method works whichever route you choose, including hiring.
The short answer
- Start with work that is repeatable, high in volume, easy to check and not client-facing.
- Score your own tasks before you choose, and find the real bottleneck first.
- Keep review, advice and the client relationship in-house, and start with a small pilot.
Find the real bottleneck first
Outsourcing the wrong stage can make things worse. If work waits for review, sending out more preparation only makes the queue longer.
Take 10 minutes and do this:
- List the work your team did last week, by stage: records chasing, preparation, review, client queries, filing.
- Note where jobs sat waiting, and for how long.
- Write down every enquiry or job you turned away in the last 3 months, and the reason.
If most jobs wait at preparation, outsourcing can help. If most wait at review or sign-off, the fix is review capacity, and outsourcing preparation will not solve it.
Score each task from 1 to 3
This grid is our own method, not an industry standard. Score each task 1 (low) to 3 (high) for each column. Add the first four columns, then subtract the last two. A higher total means a better first candidate.
| Task | Volume | Repeatable steps | Easy to check | Few client calls | Judgement needed (subtract) | Deadline pressure (subtract) | Total |
|---|---|---|---|---|---|---|---|
| Example: monthly bookkeeping preparation | 3 | 3 | 3 | 3 | 1 | 1 | 10 |
| Example: year-end tax planning advice | 1 | 1 | 1 | 1 | 3 | 2 | -1 |
| Your task | |||||||
| Your task |
The example scores are illustrations, not measured data. Your own scores depend on your clients and your team.
Deadline pressure is subtracted for a reason. A first handover needs time to settle. Starting with work due in two weeks leaves no room to fix the process.
What usually goes first, and why
Practice guides on outsourcing tend to suggest a similar order. Here is the reasoning, with the catch for each:
- Bookkeeping preparation. High volume and repeatable. The catch is that it depends on clients sending records on time, which outsourcing does not fix.
- VAT return preparation. A fixed quarterly rhythm and clear checks. The catch is that queries on unusual transactions still come back to you.
- Payroll processing. Routine once set up. The catch is that changes, such as new starters and leavers, need a clear handover each run.
- Year-end accounts and Corporation Tax preparation. Large time savings per file. The catch is that these need a fuller review, so check you have the review hours.
- Self Assessment preparation. Useful before the January peak. The catch is that many returns depend on client information arriving late. If you want help this January, start the handover in November or early December, so the process is settled before the peak.
A written checklist from the practice for each workstream often matters more than the order you choose. We work across seven areas: year-end accounts, Corporation Tax, VAT, management accounts, payroll, bookkeeping and Self Assessment. We usually work in the practice’s own software, such as Xero, QuickBooks, Sage, FreeAgent and KashFlow.
What to keep in-house
Some work should stay with you whatever you outsource:
- advice to clients and any judgement call on tax treatment
- the client relationship and day-to-day contact
- final review and sign-off before anything is filed
- engagement terms and fee decisions
This is not only good practice. The ICAEW helpsheet on using a subcontractor explains that the firm normally keeps responsibility for the client service.
Check these before the first file leaves
Before anything is handed over, check your own position:
- what your engagement letters say about using subcontractors, and whether you need to tell clients
- your anti-money laundering responsibilities, which stay with your firm
- whether your professional indemnity insurer needs to know
- a written agreement setting out scope, timings and how queries are raised
Run a small pilot
Start small. Practice guides typically suggest a handful of clients, or 10 to 20 files, in one workstream.
- Choose the task with your highest score.
- Write down your process and review checklist.
- Run one period alongside your own team’s work, so you can compare.
- Review every file in the pilot, then move to sampling once you are happy.
- Widen to more clients, then add a second workstream.
Not sure which task to pilot first? Book a short call. Bring your scores and your busiest weeks, and we will talk through what could be handed over and what should stay with you. No obligation. Book a call about your first pilot.
Measure it every week
Track four numbers from week one:
- backlog, meaning jobs waiting at each stage
- turnaround from records received to ready for review
- rework, meaning files sent back with corrections
- review time per file
If review time per file is not falling after the first few periods, the saving is being eaten up. Fix the checklist before you widen the pilot.
When not to outsource yet
Outsourcing is not always the right next step. Wait if:
- there is no written process for the task, because it will be hard to hand over or check
- client records are chaotic, which outsourcing will not fix
- the bottleneck is review capacity rather than preparation
- the pressure is a one-off peak that a short temporary hire would cover
Outsourcing for UK accountants: where to go next
If you are still working out which services are available, read the full list of what practices outsource, or see all our outsourcing services.
FAQ
What should an accounting practice outsource first?
Usually a task that is high in volume, repeatable, easy to check and needs little client contact. Bookkeeping preparation often fits. Score your own tasks, because the right answer depends on where your work waits.
Who is responsible for outsourced work?
Your firm normally keeps responsibility for the client service, including review and sign-off. Set out scope and responsibilities in a written agreement.
How long should a pilot last?
Long enough to cover at least one full cycle of the task, such as one VAT quarter or one month of bookkeeping. Then review before you widen it.
Can I outsource only during busy periods?
Yes, many practices do. Start before the peak so the process is settled when the deadline arrives.
This article is general information for accounting practices, not professional advice.
