What should I check before I outsource bookkeeping?

Confirm: 1) Registrations and scope (GST/BAS, PAYG-W, STP, super, TPAR). 2) Software fit (Xero, MYOB, QuickBooks) and add‑ons. 3) Security and data access. 4) Turnaround times and meeting rhythm. 5) Pricing model (fixed, hourly, per‑transaction) and inclusions. 6) Whether you need compliance only or also payroll and management reports. 7) Whether they are TPB‑registered to lodge BAS if required.

When should I get professional advice instead of DIY?

Get advice when you are GST‑registered, pay employees (STP and super), have overdue lodgements, use multiple systems (POS, inventory, e‑commerce), are changing structure, or need BAS lodgement extensions and accuracy guarantees. These areas can impact tax, cash flow and ATO penalties.

What’s the best next step to find the right fit?

Write down the outcomes you need (e.g. catch‑up to current, quarterly BAS lodged, payroll cleaned up, monthly reports). Then shortlist providers that cover that scope in your software, can explain their workflow and timings, and are TPB‑registered for BAS if you need lodgements. Use the form on this page to describe your situation and get matched to suitable help.

What Is Outsourced Bookkeeping

Q: What is outsourced bookkeeping?

Outsourced bookkeeping means engaging an external bookkeeper or bookkeeping firm to record, reconcile and report your business transactions instead of hiring an internal employee. In Australia it typically includes bank feeds and reconciliations, accounts payable/receivable, expense coding, BAS/IAS preparation and lodgement by a registered BAS agent, Single Touch Payroll (STP) processing, and month‑end reports.

How outsourced bookkeeping usually works

A provider connects to your accounting file, sets up or checks bank feeds, aligns your chart of accounts, and agrees on a workflow for bills, receipts and payroll. Routine work is batched weekly or fortnightly, with a month‑end review and quarterly BAS if you are GST‑registered.

Common delivery models include:

Local Australian bookkeeper or firm: closer time zones and stronger ATO/TPB alignment.
Hybrid team: an Australian lead with offshore processing to balance cost and responsiveness.
Offshore only: lowest per‑hour cost but check data security, quality review and turnaround times.

For many owners, the decision is less about labels and more about outcomes: current, accurate books, on‑time BAS, clean payroll, and reliable cash‑flow visibility.

Get matched to a provider See bookkeeping packages

Australian context to keep in view

Scope of good bookkeeping: transaction capture and coding, bank/credit card reconciliations, accounts payable and receivable, payroll and super processing, month‑end review, and source‑document retention.
Compliance touchpoints: BAS/IAS for GST and PAYG‑W, STP Phase 2 reporting for employees, Super Guarantee (currently 12%) and TPAR where applicable.
Deadlines matter: quarterly BAS due in October, February, April and July (with agent concessions possible), TPAR due 28 August, super generally due quarterly.
TPB rules: only registered BAS agents can charge for BAS services and lodge BAS/IAS for a fee. Confirm registration for any provider handling your lodgements.
Software ecosystem: Xero, MYOB and QuickBooks are common; ensure the provider understands any POS, inventory or e‑commerce apps you rely on.

If you only need annual tax advice and year‑end adjustments, see Tax Accountant. If you are building a broader finance function, consider Payroll services and Accounting services alongside bookkeeping.

Ask about BAS and payroll support

What to compare before you commit

Scope

Clarify what “outsourced bookkeeping” includes for you: setup or cleanup, weekly processing, AR/AP, payroll, BAS/IAS preparation and lodgement, management reports, and end‑of‑year handover to your tax accountant.

Software fit

Confirm expertise in your stack (e.g. Xero + Hubdoc/Dext, MYOB + POS, QBO + inventory). Ask for examples of reconciliations and reporting layouts relevant to your industry.

Turnaround and communication

Agree on processing rhythm, response times, who signs off BAS, and how urgent items are handled around payroll cut‑offs and BAS weeks.

Commercial fit

Compare fixed‑fee vs hourly vs usage‑based pricing; check included transaction volumes, payroll headcount, meeting cadence, and any out‑of‑scope rates.

If your primary need is BAS accuracy and ATO peace of mind, compare with BAS agent services. If you want broader analysis and budgeting, review Accounting services and comparison pages.

Compare providers for my software

Pricing and typical inclusions

Pricing is usually driven by transaction volume, payroll headcount, how often you need processing, and whether BAS/IAS lodgements and management reports are included.

Fixed‑fee packages: predictable costs for an agreed scope (e.g. weekly processing, monthly reports, quarterly BAS).
Hourly: flexible for ad‑hoc or cleanup projects; ask for time estimates and checkpoints.
Per‑transaction or tiered: useful for e‑commerce or higher‑volume businesses.

Inclusions to look for: reconciliations to bank statements, supplier statement checks, STP‑compliant payroll, super processing, BAS review by a registered BAS agent, and month‑end P&L/Balance Sheet with key notes.

See what’s typically included Request a quote

In‑house vs outsourced vs offshore

In‑house employee: direct control, but higher fixed cost and hiring risk; still consider external BAS agent review.
Outsourced local: scalable coverage with strong ATO alignment and easier communication.
Offshore team: lower hourly rates; ensure clear SLAs, security, and Australian review for BAS and payroll settings.

Many businesses use a hybrid: a local lead for BAS, payroll, and review quality, with offshore support for routine processing.

Discuss the right model for us

Risk and data security checks

Access controls: use user roles in Xero/MYOB/QBO and avoid sharing master passwords.
Source documents: ensure bills and receipts are stored and linked for audit trails.
Payroll integrity: STP set‑up, super rates, leave accruals and award interpretation where relevant.
BAS review: documented review before lodgement; confirm TPB registration for BAS services.
Continuity: backup staff, documented processes, and exit/handover provisions.

BAS agent vs accountant Get a compliance check

Best next steps

Write down the exact outcomes you want first—catch‑up and cleanup, on‑time BAS, reliable payroll, monthly reports, or a software migration. Prioritise any deadlines.

Then shortlist providers that can show you their workflow, commit to turnaround times, and demonstrate relevant software depth. If you need BAS lodgements, ensure a TPB‑registered BAS agent reviews and lodges.

Use these pages to go deeper, then make contact:

Bookkeeping services for ongoing processing and reporting
BAS agent services for GST, PAYG‑W and lodgements
Payroll services for STP, super and payslip compliance
Small business accountant for broader advice
Best accounting software for small business if you’re choosing a platform

Tell us what you need Compare options

Frequently asked questions

What is outsourced bookkeeping?

It’s an external bookkeeper or firm handling your day‑to‑day finance work—coding, reconciliations, AR/AP, payroll and BAS—within your accounting software. In Australia, BAS/IAS must be prepared and lodged by, or under the supervision of, a TPB‑registered BAS agent if a fee is charged.

What should I check before deciding?

Confirm scope, TPB registration for BAS, software expertise, data security, turnaround times, and pricing inclusions. Make sure the provider’s process fits your reporting frequency and payroll needs.

When should I get professional advice?

Any time you have GST, employees (STP and super), overdue lodgements, complex systems (inventory, e‑commerce), or structural changes. Getting it right early avoids penalties and rework.

What is the safest next step?

Define the outcomes and deadlines, then request proposals from providers that match your software and scope. Use the form below to outline your situation and get directed to suitable bookkeeping or BAS support.