Finding qualified accounting talent can be a challenge for any business.
Outsourcing accounting services to South America may offer significant cost savings over domestic staffing.
This article analyzes the key factors impacting the costs of outsourced accounting, including staffing, technology, risk management, and service delivery expenses. It compares bundled versus unbundled pricing models and provides conclusion and key takeaways.
Introduction
Outsourcing accounting services to South America can provide significant cost savings for businesses while still accessing high-quality talent. When analyzing the true cost impact, there are a few key factors to consider:
Defining Outsourced Accounting
Outsourced accounting refers to hiring an external firm or freelancers to handle all or parts of a business's accounting needs, rather than relying solely on in-house staff. Common outsourced services include bookkeeping, payroll, tax preparation, financial reporting, and controller duties. Firms may be based domestically or overseas.
South America as an Outsourcing Destination
South American countries like Argentina, Brazil, Chile, Colombia, and Peru have become prime destinations for outsourced accounting services, offering:
- Highly skilled accounting and finance professionals
- Cultural alignment with North America
- Advanced degrees and certifications (CPA, ACCA, CMA)
- Fluency in English and Spanish languages
- Significant labor cost savings
Key Factors Impacting Costs
The cost savings potential of outsourced accounting depends on:
- Staff salaries and benefits
- Scope of services required
- Technology infrastructure and tools
- Compliance obligations and legal protections
- Account management and quality control
Carefully evaluating these factors allows an accurate cost analysis when considering outsourcing accounting functions.
What is outsourcing in cost accounting?
Outsourced accounting is when a business hires a third party outside of their company to complete accounting and finance functions. This allows the business to focus on core operations while the outsourced provider handles specialized accounting tasks.
There are a few key benefits to outsourcing accounting functions:
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Cost Savings: Outsourced accounting can cost significantly less than hiring in-house staff, with estimated savings of 30-50%. Service providers can offer lower rates due to economies of scale.
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Access to Specialized Expertise: Outsourced staff often have targeted industry experience that a business may not find with local hires. This specialized knowledge helps improve financial reporting quality.
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Efficiency and Scalability: Service providers can quickly scale up or down to meet changing business needs. This flexibility allows companies to focus resources on core business goals.
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Process Improvements: Experienced outsourced accounting firms bring best practices that can improve financial processes, reporting, and compliance.
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Risk Management: Outsourced services enable smaller businesses to access enterprise-level solutions, enhancing internal controls and financial integrity.
Key accounting functions that businesses often outsource include payroll, tax preparation, financial statement production, and audit support. Top destinations for outsourced accounting include India and South American countries like Brazil, Argentina, and Colombia. The time zone alignment, cultural affinity, and accounting expertise make these countries prime locations to access high-quality outsourced accounting talent.
Is it cheaper to outsource accounting?
Outsourcing accounting services can provide significant cost savings for US-based companies compared to hiring in-house accounting staff. Here are some of the main factors to consider when evaluating the costs:
Labor Costs
Accounting professionals overseas often have lower salary expectations than their US counterparts. For example, an accountant in South America may cost 30-50% less than a similarly qualified accountant in the US. This translates to major payroll savings.
Overhead Expenses
With outsourced services, companies avoid expenses like office space, equipment, HR management, payroll processing, benefits, etc. These overhead costs can add up, so avoiding them leads to additional savings.
Specialized Expertise
Outsourced accounting providers specialize in accounting and finance. They invest in training their teams and optimizing processes. This expertise and efficiency helps them deliver services at very competitive rates.
Economies of Scale
Large outsourcing providers serve many clients. This allows them to offer each client cost savings through economies of scale.
So in most cases, outsourcing accounting functions to qualified overseas professionals costs significantly less than hiring in-house. Just be sure to partner with a reputable provider focused on quality of service, not just low prices.
What to look for when outsourcing accounting?
When outsourcing accounting services, there are several key factors businesses should consider:
Scope of Work
It is crucial to clearly define the specific accounting tasks and services you aim to outsource. This includes functions like bookkeeping, payroll, tax preparation, financial reporting, and more. Outlining the scope early on ensures you find a provider capable of delivering on your unique needs.
Quality
Vet accounting service providers to ensure they consistently produce accurate, high-quality work. Look for credentials like CPA certification, check reviews and references, and evaluate factors like their expertise, processes, and tools. Quality outsourced accounting has direct impacts on your financial reporting.
Cost
Research pricing models to calculate potential cost savings from outsourcing versus hiring in-house staff. Weigh expenses like service fees, transaction costs, and value-added services. Though initial quotes may be higher, long-term outsourcing can cut overall accounting costs significantly.
Security
Assess providers' data security standards before sharing sensitive financial information. Accounting data should be encrypted both in transit and storage. Ensure security controls like access restrictions, audits, and backup systems are in place.
Communication
Clear communication ensures efficiency between your internal team and external accountants. Evaluate providers' collaboration processes, tools, response times, language skills, and time zone alignment. Seamless communication enables outsourced accountants to understand your business and deliver actionable financial insights.
Timeline
Discuss expected turnaround times for deliverables like financial statements, tax documents, or ad hoc reporting. Understand seasonality impacts around tax season. Confirm capacity for quick-turn requests. Setting expectations upfront prevents delays from impacting key business decisions.
What are the cons of outsourcing accounting services?
Outsourcing accounting services can provide significant cost savings and access to specialized talent, but there are some potential drawbacks to consider:
Loss of control
- Delegating accounting functions means relying on an external provider, which reduces direct oversight and control. This requires clearly defining responsibilities, deliverables, and quality standards.
Communication challenges
- Coordinating across time zones, languages, and cultural norms can complicate communication and slow response times if not properly managed. Strong collaboration tools and defined processes are essential.
Quality and compliance risks
- Vetting providers thoroughly regarding expertise, information security, and regulatory compliance is crucial to mitigate quality issues or data breaches. Ongoing reviews help ensure standards are upheld.
Knowledge transfer difficulties
- Institutional knowledge stays with the outsourced team, making transferring projects back in-house or to other providers challenging. Thorough documentation and access to historical records is key.
With proper vendor selection, governance, and relationship management, businesses can successfully leverage outsourced accounting's advantages while minimizing its downsides. Defining metrics, regular evaluations, and open communications are vital.
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Comparing Staffing Costs
A data-driven analysis of accounting staff salaries and benefits costs in South America vs. the U.S./Canada, adjusted for skills, experience levels, and specializations.
Accounting Staff Salaries
Accounting salaries in South America are significantly lower than in the U.S. and Canada. For example:
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Entry-level AP/AR clerks earn approximately $800-1,200 per month in countries like Colombia and Peru, compared to $3,000-4,000 per month for similar roles in the U.S.
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Accountants with 5+ years of experience earn around $2,000-3,000 per month in South America, while accountants with comparable expertise make $5,000-8,000 per month in the U.S. and Canada.
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High-level positions like Controllers and CFOs with 10+ years of experience earn $4,000-7,000 per month in South American countries. The same roles command salaries of $10,000-20,000 per month in the U.S. and Canada.
After adjusting for purchasing power parity, businesses can realize 50-70% savings on accounting staff salaries by leveraging talent from South America.
Mandatory Benefits
Legally required benefits add 15-25% on top of base salaries for accounting roles in South America, compared to 25-35% for similar positions in the U.S. and Canada. This includes items like:
- Healthcare
- Payroll taxes
- Paid time off
- Retirement plans
- Severance pay
While the percentage of mandatory benefits is lower in South American countries, the base salaries are far below those in the U.S. and Canada. So after factoring in legally required benefits, businesses can still save 35-55% per accounting hire in South America.
Voluntary Benefits
Additional voluntary benefits like bonuses, profit-sharing, and training budgets add 5-15% to overall compensation expenses for South American accounting staff. Comparable voluntary benefits add 15-30% on top of higher salaries in the U.S. and Canada.
So even when including voluntary benefits, businesses can save 30-50% on total compensation costs per accounting professional hired from South America vs. North America.
Technology and Infrastructure Expenses
Accounting Software
Choosing the right accounting software is crucial for enabling an outsourced accounting team. Popular SaaS options like QuickBooks Online and Xero provide the accessibility and collaboration tools needed, with monthly subscription fees starting around $30 per user. On the higher end, platforms like NetSuite or SAP Business One offer more customization and advanced features but have much higher costs scaling from $100s to $1000s per month.
When evaluating options, key factors to consider include:
- User access controls: Can permission levels be customized to limit data access? This is important for security.
- API integration: What third-party apps can integrate with the platform? This expands features and automation capabilities.
- Mobile access: Can data be accessed and edited from mobile devices? This enables real-time updating.
- Reporting: Does it have drag-and-drop reporting tools? Automated reporting saves time.
- Support: Is enterprise-grade support included or is it extra? Support costs add up.
Overall costs can be minimized by choosing software matched to the specific needs of the accounting team rather than paying for unnecessary extra capabilities.
IT Infrastructure
Enabling secure remote access for an outsourced accounting team requires IT infrastructure investments in servers, storage, networking equipment, and security controls.
Basic requirements include file servers for collaboration, backups for data protection compliance, VPN for access control, and endpoint security for threat protection. For 5 accounting professionals, basic infrastructure costs could total approximately $5,000 upfront plus $1,000 annually for support and maintenance.
More advanced options like VDI desktop virtualization or SD-WAN networking can further enhance security and connectivity but increase costs to around $10,000 upfront and $2,000+ annually.
By mapping out must-have vs nice-to-have features, upfront infrastructure costs can be optimized based on the specific access requirements for the accounting team.
Connectivity
Reliable internet connectivity is essential for outsourced teams. For accounting tasks like cloud software access, VoIP calls, and video meetings, a dedicated business cable or fiber internet plan with at least 10-20Mbps bandwidth is recommended.
Costs for business internet typically range from $50-$150 per month depending on speed. VoIP phone plans like RingCentral or Vonage are relatively affordable at $20-$50 per user monthly.
For video chat, free tools like Zoom or Skype support HD video but paid platforms like WebEx or GoToMeeting with screen sharing and recording may be preferred at $10-$50 per month per user.
By budgeting appropriately for business-class internet and cloud phone/video plans, outsourced accounting teams can stay securely connected and collaborative with real-time access to essential systems.
Risk Management Expenses
Managing risk is a key part of any outsourcing arrangement. When outsourcing accounting functions, businesses must consider expenses related to ensuring quality, security, and compliance.
Vendor Background Checks
Conducting due diligence on potential vendors is crucial. This can include:
- Reviewing financial statements to confirm stability
- Vetting leadership profiles for relevant credentials
- Verifying certifications like SOC 2 compliance
- Contacting client references to validate capabilities
Thorough background checks upfront can prevent issues down the road.
Legal Protections
Legal protections to consider when outsourcing accounting include:
- Professional liability insurance to cover errors and omissions
- Intellectual property clauses to protect proprietary information
- Exit terms to transition services if the contract ends
- Arbitration agreements to resolve disputes out of court
Building safeguards into contracts gives recourse if problems emerge.
Compliance Requirements
Regulations like SOX, GDPR, and CCPA may apply when outsourcing accounting tasks. Related expenses include:
- Staff training on handling sensitive data
- Security audits to test defenses against threats
- Certifications to verify policies meet standards
Outsourcing compliantly protects businesses from penalties and fines.
Mitigating risks upfront reduces long-term costs if vendors can't deliver services adequately.
Service Delivery Expenses
Account Management
Dedicated relationship managers facilitate work coordination between clients and remote staff. They handle issue escalation, feedback processes, and ongoing communication to ensure effectiveness. Their involvement incurs minimal costs, providing high-touch support without heavy expenses.
Reporting
Custom reporting and analytics provide financial visibility. Dashboards offer real-time tracking of key metrics. Scheduled reports deliver insights on progress. Reasonable fees apply for setup and maintenance, enabling robust oversight without breaking budgets.
Travel
Onsite training and planning sessions optimize implementations. Audits validate process integrity. Associated travel and lodging costs are infrequent and predictable. Proactive coordination by account managers minimizes onsite requirements, controlling expenses. Virtual tools supplement in-person touchpoints.
Bundled vs Unbundled Pricing
Bundled and unbundled pricing models both have advantages and disadvantages when it comes to outsourcing accounting services. Here is an overview of the key considerations.
Bundled Packages
Bundled packages offer fixed-fee services covering core accounting needs like bookkeeping, reporting, and payroll. They provide predictability and simplicity at a lower cost than piecing together a la carte options. However, they lack flexibility to adapt as business needs change. Popular bundles include:
- Basic bookkeeping and reporting
- Core accounting services (bookkeeping, reporting, payroll)
- Full-service accounting (core services plus planning and analysis)
Bundles range from $500-1,500+ per month depending on features. Estimating true costs involves analyzing included services against needs. Oversized bundles lead to unused (wasted) services.
Unbundled Services
Unbundled accounting services allow businesses to customize packages by mixing and matching specific support areas:
- Bookkeeping - $200-500/month
- Payroll - $100-300/month
- Reporting/dashboards - $100-300/month
- Planning and analysis - $300-1,000/month
While flexibility is a key benefit, the piecemeal approach loses bulk-order discounts and can require more effort to manage multiple vendors. Businesses should outline must-have services and nice-to-have services, then determine whether bundles or a la carte options offer better value.
Custom Bundles
For those with specialized needs, custom accounting packages provide middle ground. Businesses can work with vendors to configure project-based teams and adaptable service bundles that balance cost savings with customization. The key is finding an outsourcing firm able to provide tailored solutions. Be clear about required services, expected costs, and the flexibility to recalibrate if needs shift over time.
In summary, evaluating true costs against specific accounting needs is essential for determining the best-fit pricing model. Both bundled and unbundled options can work, as long as the choice aligns with budget constraints and business requirements.
Conclusion and Key Takeaways
Outsourcing accounting services to South America can provide significant cost savings for businesses, but a thorough evaluation of all factors is critical to determine the true cost-benefit ratio. Here are some key takeaways:
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Labor costs in South American countries can be 50-70% lower compared to the US and Europe. However, additional expenses like training, management, technology, compliance, etc. can reduce net savings.
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Language barriers, cultural differences, time zone gaps, and other issues can negatively impact productivity and quality. Robust onboarding, ongoing training, and tight management is essential.
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Security and protection of financial data and accounting records must be assessed when moving operations overseas. Proper protocols, access controls and audits should be implemented.
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While hourly wages may be lower, turnover rates in outsourced teams can be higher. Recruitment and retraining costs could outweigh payroll savings over time if not properly managed.
Businesses should analyze all quantifiable metrics and qualitative factors before deciding to outsource accounting. Pilot testing with a small team can determine real-world costs, capabilities and risks. While cost reduction is a major driver, quality, reliability, security and service levels are equally vital for long-term success. Weighing all considerations allows informed decision making on the viability of outsourced accounting.
