Think about it for a minute. The global pandemic of Covid-19 forced all industries, including accounting, to choose a remote model for their workforce. Was losing internal control a reason for worry for you then? It wasn’t. When you have outsourced a certain set of tasks to a team of professionals, that shouldn’t raise a concern either. Unlike what many accounting firm leaders like to believe, having an outsourced team doesn’t mean they take over your business. It simply means you have additional help that gets you quality work at a reduced cost, and helps you ease your tasks that you are not an expert in while maintaining security.
The fear of losing control over internal processes often forbids accounting firms from choosing one of the most convenient business models that can help them scale – outsourcing. The traditional view of control within accounting firms involves direct oversight of all processes. However, in today’s accounting environment, this perception is limiting. Outsourcing, when adopted with the right measures, can provide greater control, efficiency, and precision.
What gives rise to this apprehension about internal controls ?
The fear of losing control when outsourcing can root from a variety of reasons. They include:
- Perceived lack of oversight: Accounting leaders often think that they will no longer have the firm’s purview in their sight once they outsource.
- Quality control: There is consistent doubt about maintaining the same standards of quality and accuracy once firms have outsourced their jobs.
- Dependency on external providers: Many accounting firm leaders think that if they become reliant on third-party service providers, they may not be seen as reliable by their clients.
- Inconsistency in processes: They think they don’t know who is working on their behalf. And that is why they fear the variations in how processes will be handled externally as compared to the existing internal ones.
How to establish internal controls in general?
Truth be told, if you are worried about losing internal controls to outsourcing, the chances are high that you already lack them. If you want to be consistent and lay strict internal controls, here are some ways to do that:
- Establish electronic payments wherever possible:
Using electronic methods for payments reduces paper consumption and the cost of postage. This also reduces the chances of misplacing the documents and access to everything in one place. Automated Clearing House or ACH can help provide an easy tracking of all payments to follow and verify, giving you control on the payment side.
- Transition into electronic approvals:
Accounting, being a traditional field, always had the method of paper approvals. By establishing electronic permissions, there are fewer delays in the process. It also reduces the need to constantly chase and follow up with a paper. They help make processes faster and easier to track.
- Use e-signatures:
Electronic signatures have become common. Today, clients, employees, and vendors are on business on the go. So if you need them to sign something on an urgent basis, you can’t expect them to deliver things immediately. E-signatures also provide better security. You can store the e-signed documents digitally, reducing the risk of tampering.
- Protect your data and access control:
Data can be compromised by human errors or cybercriminals. Use encryption and authentication, combine them with restricted access to safeguard your data. Constantly review the authorized members to ensure that only they have access to specific data. Create multi-layer authentication processes and audit logs that can be reviewed in case of suspicious transactions.
- Establish controls for accounts payable:
This is one of the key areas where frauds occur. To ensure there is no crime committed amidst the transactions, establish an amount for invoices beyond which approval is needed. Don’t leave blank cheques lying around, keep them locked. Match invoices, purchase orders, and receiving documents. Set up dual verification when new customers are set up.
How to improve controls with outsourcing?
Establish clear Service Level Agreements
When starting an outsourcing arrangement, SLAs serve as the foundation to success. Such an agreement should specify the following:
- Performance metrics: A clear, quantifiable benchmark on outsourced tasks relieves the accounting firms of the worry of constant back and forth on their performance.
- Segregation of duties: Both parties should have a detailed understanding of the scope of work, the roles and responsibilities outsourcing firms are expected to perform, and their deadlines.
- Compliance standards: Both the accounting firm and the outsourced teams should ensure that all processes adhere to the relevant accounting standards and regulations.
Leveraging advanced technology and reporting tools
Outsourcing firms often use advanced technologies that provide real-time reporting and analytics. Small accounting firms often do not have access to these tools or remain unaware of them. These tools offer:
- Transparency: These tools give accounting firms detailed visibility into every aspect of the outsourced processes.
- Real-time monitoring: The ability to track the status of tasks on a real-time basis eliminates the need to constantly follow up with the team. These tools also allow all parties involved to resolve their queries using this platform.
- Data-driven insights: The analytics received from these tools help accounting firms identify trends, inefficiencies, and areas of improvement. Decision-making and strategy-building become easier.
Maintaining regular communication
When outsourcing, it is important to maintain constant communication. Communicating helps understand the gaps and fill in them before it is too late. Communication includes:
- Scheduled meetings: Regular check-ins and progress updates with the outsourcing provider allow firm leaders to keep track of the tasks.
- Feedback techniques: There are several methods to provide and receive feedback on processes and performance. Maintaining transparency here can help firms scale for good.
- Collaborative platforms: There are many digital tools out there. Accounting firms should utilize them when dealing with outsourced partners to maintain seamless communication.
Implement quality control measures
Outsourcing partners maintain top-notch quality in their services. Accounting firms can enhance them through the following measures:
- Standard processes: Creating an SOP is the best way to ensure that outsourcing firms follow set processes, guidelines, and best practices.
- Regular audits: Conducting periodic audits to verify the accuracy and quality of outsourced work is important. It also gives a sense of additional control to the firms.
- Constant improvement: Working with an outsourcing provider also needs refinement. It is important to acknowledge that after the outsourcing firm becomes a part of your system, they need time to get acquainted. Using improvement measures based on the audit findings can help outsourcing firms move in the right direction.
Breaking the myth of outsourcing taking away internal controls – End Note
This apprehension is one of the most common myths among accounting firms. However, this fear is based on some myths. Outsourcing is not about relinquishing control; it’s about redefining and optimizing it. By embracing outsourcing strategically, accounting firms can achieve greater efficiency, accuracy, and consistency in their operations, ultimately leading to better client service and business growth. Breaking the apprehension and understanding the true potential of outsourcing can position accounting firms for a more controlled, efficient, and prosperous future.
Looking for a trustworthy outsourcing firm? Write to us at connect@finsmartaccounting.com.
Director Growth Strategy & Alliance
Maanoj Shah is a finance and outsourcing expert with strong Business Strategy and Scaling-up experience. Over the last 20 years, he has incubated multiple businesses and helped build global enterprises in verticals as diversified as hospitality, technology, and healthcare.
