Resourcing Tips 101: How to Shortlist and Select Your Outsourced Bookkeeping Staff

28 May 2024

For any accounting firm, the right bookkeeping staff is crucial. However, with the talent crisis affecting over 90% of UK firms, finding qualified staff is challenging. This is where outsourced bookkeeping can be crucial.

Outsourcing bookkeeping, if done correctly, can be both efficient and effective. For starters, it helps you hire qualified, trained, and experienced staff without the hassle of traditional recruitment. This is the primary reason top accounting firms outsource their bookkeeping to professional providers.

But even with outsourcing, how does the hiring process work? Is it similar to traditional recruitment, or is it getting any better?

This guide will help you screen, interview, shortlist, and select the best outsourced bookkeeping staff, showing you how this process is easier compared to traditional recruitment.

1. Communicate Your Needs Clearly

Begin by identifying what you want your outsourced bookkeeper to do: manage accounts payable/receivable, process payrolls, or perform financial reporting. This will help you understand your true needs and find the perfect match.

Draw out a detailed job description highlighting these tasks and communicate the job requirements and expected experience level to your outsourced bookkeeping services provider.

2. Scan Profiles and Resumes

Once you share your requirements with your provider, they share a list of profiles suitable for the job. Check the resumes of potential candidates for relevant experience and qualifications. Look for highlights in their work history and client reviews to measure their reliability and quality of work.

3. Preliminary Screening

Pre-select candidates through email or a short call. Inquire about their previous work experience, specific skills, and why they are interested in the job. This helps you understand the kind of person you are dealing with and their passion for the job.

4. Test Their Skills

Consider testing candidates with a small bookkeeping task, such as bank reconciliation or preparing financial reports. Evaluate their performance and the time taken to complete these tasks.

5. Host Video Interviews

Once you’ve identified your top candidates, arrange video interviews to get to know them personally and see how they fit into your firm. Assess their communication, professionalism, and fit within your team. Prepare questions covering their technical skills, experience, and how they handle specific bookkeeping scenarios.

Here’s a quick video to help you with shortlisting and interviewing candidates:

6. Check References

While this step may be fairly unimportant when outsourcing bookkeeping, it’s a good practice to check your candidate’s work ethics, reliability, and general performance. Ask your provider for any awards or appreciation the candidate has won and find out if they can meet deadlines, satisfy clients, and handle complex tasks with ease.

7. Make an Informed Decision

Use all the accumulated information from profiles, interviews, tests, and references to make a well-informed decision. Match skills, experience, and culture fit. Choose someone who not only has the right skills but also fits your business goals and team dynamics.

8. Onboard Successfully

Ensure a thorough onboarding process for the outsourced bookkeeper. Equip them with the necessary tools and system access. Make sure they understand what is important to you and the process itself. A positive onboarding experience creates the foundation for a strong work relationship moving forward.

Here’s a quick video to help you onboard your outsourced team successfully:

9. Monitor and Communicate Regularly

Consistency in communication and monitoring ensures success in outsourcing. Schedule regular check-ins to review their work, provide feedback, and discuss issues. This helps maintain high standards and resolves any problems quickly.

Why Outsourcing is More Easily Executed Than Conventional Recruiting

Outsourcing bookkeeping staff is significantly simpler and faster than traditional recruitment. How’s that?

• Exposure to Global Talent: Access to a global pool of experienced professionals increases your chances of finding the ideal match quickly.
• Time Efficiency: Job screening and vetting processes are usually more efficient with outsourcing than conventional recruitment.
• Cost-effective: Outsourcing is a convenient solution, as you only pay for the services required without the overheads related to full-time employees.
• Flexibility: Outsourcing allows you to scale bookkeeping staff up or down based on your firm’s needs, providing greater flexibility.
• Reduced Administrative Burden: Managing outsourced staff results in less administrative work related to hiring, payroll, and employee benefits.

By understanding these advantages, you can efficiently hire and manage outsourced bookkeeping staff, allowing your firm to focus on delivering high-quality accounting services to its clients.

Curious how to get started with us? Book a free non-obligation consultation with our expert here or call us directly at +44 208 146 0808. You can also evaluate our services risk-free with a 10-hour Free Trial.

Let’s beat the capacity crisis together and poise your accountancy practice for growth in 2024.

Hemant Mistry

Hemant is a senior accounting leader with over 20 years of international experience across the UK and Ireland. His expertise spans bookkeeping, VAT, management accounting, and financial reporting in compliance with IFRS. He is recognised for successfully managing process transitions, building and leading high-performing teams, mentoring talent, and driving collaboration in multicultural environments.

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