How outsourced bookkeeping usually works
A strong process begins with a quick review of your position: business structure, software, reporting cadence, current pain points and any ATO or payroll deadlines. That context sets the right scope and avoids rework later.
Work typically runs in three layers:
- Immediate triage: fix urgent issues like overdue BAS, unreconciled bank feeds, or payroll errors.
- Process design: streamline document capture and approvals, set a clear month‑end checklist, define who does what.
- Ongoing review: reconcile weekly or fortnightly, produce management reports, and prepare/ lodge BAS via a BAS agent.
If you also need payroll or tax support, combine outsourced bookkeeping with a payroll service and, when needed, BAS agent services or a tax accountant.
What outsourced bookkeeping includes (Australia)
- Transaction capture with Dext/Hubdoc, supplier bills and employee reimbursements.
- Bank feeds and reconciliations across operating, savings and merchant accounts.
- Accounts receivable: issuing invoices, receipting, and gentle follow‑ups.
- Accounts payable: bill entry, approvals (e.g., ApprovalMax) and payment files.
- Payroll processing or support, Superannuation and Single Touch Payroll (STP) compliance.
- BAS preparation and lodgement via a registered BAS agent, plus ATO correspondence.
- Month‑end close and management reporting with commentary.
- Workflow and software optimisation in Xero, MYOB or QuickBooks Online.
Related topics: bank reconciliations, accounts receivable, accounts payable, bookkeeping clean‑up, and end‑of‑month bookkeeping.
Pricing and packages in Australia
Costs depend on transaction volume, payroll size, the number of entities, and reporting depth. As a general guide:
- Micro business (low volume): $300–$600 + GST per month
- Small business (growing volume or payroll): $600–$1,500 + GST per month
- Larger/multi‑entity or inventory: $1,500–$5,000 + GST per month
- Catch‑up/clean‑up projects: quoted one‑off based on backlog and deadlines
Ask whether pricing is fixed, usage‑based, or mixed; how scope changes are handled; and what’s included in month‑end reviews and BAS cycles.
In‑house vs outsourced bookkeeping
When outsourced wins
Flexible capacity, BAS agent access, specialist payroll, cover during leave, and stronger month‑end reviews without a full‑time salary.
When in‑house wins
Very high daily volume, on‑site document handling needs, or integrated roles that mix admin, inventory and finance in one seat.
Hybrid model
Internal admin captures documents; an outsourced bookkeeper manages reconciliations, BAS and month‑end reporting.
Software fit
Ensure the provider is fluent in your stack (Xero, MYOB, QuickBooks) and can document your workflow clearly.
What to compare before you commit
Scope
Confirm coverage for setup/tidy‑up, payables/receivables, payroll support, BAS preparation and lodgement, month‑end reporting and ATO correspondence.
Software depth
Check confidence in Xero, MYOB or QuickBooks Online and add‑ons like Dext, ApprovalMax, and reporting tools.
Turnaround & communication
Ask about processing frequency, response times, escalation during deadlines and named contacts.
Credentials
Look for a registered BAS agent for lodgements and relevant payroll experience (STP, super, awards).
Security & access
Clarify user permissions, audit trails, backups and how offboarding access is handled.
Commercial fit
Match pricing, meeting rhythm and reporting depth to your stage—compliance only vs advisory‑led.
Best next steps
Write down the outcome you want first—cleaner books, lodged BAS, reliable payroll, better cash flow reporting, or a migration to Xero/MYOB/QuickBooks. Then assess providers against that outcome rather than titles alone.
Use these related pages to move deeper into the right brief:
- Catch up bookkeeping if you have a backlog.
- Bookkeeping clean up for messy files or a handover.
- End of month bookkeeping for reporting cadence.
- BAS agent services for compliance and ATO timelines.
- Payroll services for STP, super and awards.
- Accounting services if you also need tax or advisory.
Frequently asked questions
What is outsourced bookkeeping?
It’s the use of a third‑party bookkeeper or firm to manage daily financial records and reporting. In Australia it commonly includes reconciliations, AR/AP, payroll support, BAS preparation and lodgement, and month‑end reports.
How much does outsourced bookkeeping cost?
Micro businesses often start around $300–$600 + GST per month. Small businesses range $600–$1,500 + GST, while larger or multi‑entity setups can be $1,500–$5,000 + GST. Backlog or clean‑up work is a separate one‑off quote.
Which software do you support?
Most providers support Xero, MYOB and QuickBooks Online, plus add‑ons like Dext/Hubdoc for capture, ApprovalMax for workflows, and Spotlight/Fathom for reporting.
How quickly can we get started?
New, low‑complexity setups can start within a week. Stabilising a backlog or migrating software may take 2–6 weeks depending on volume and deadlines.
Do I still need a BAS agent?
Yes—BAS must be lodged by you or a registered BAS agent. Many outsourced bookkeeping teams include a BAS agent who prepares and lodges on your behalf.
How do I choose the right provider?
Match experience to your industry, confirm software depth, ask for a clear month‑end checklist, ensure BAS agent coverage, and test communication with a short trial or defined first month plan.