{"id":602,"date":"2026-10-13T20:50:44","date_gmt":"2026-10-13T20:50:44","guid":{"rendered":"https:\/\/simicfinancial.com\/outsourced-finance-team\/"},"modified":"2026-10-13T20:50:44","modified_gmt":"2026-10-13T20:50:44","slug":"outsourced-finance-team","status":"publish","type":"post","link":"https:\/\/simicfinancial.com\/fr\/outsourced-finance-team\/","title":{"rendered":"Outsourced finance team: what it is and when it pays"},"content":{"rendered":"<p>Your bookkeeper is flat out keeping up with data entry. Your accountant calls once a year at tax time. And you&#8217;re the one making big calls on hiring, pricing and cash with numbers that are six weeks old.<\/p>\n<p>An outsourced finance team fixes that gap. It gives you a bookkeeper, a proactive accountant and a virtual CFO working together, without hiring a full finance department. For most Australian businesses turning over $2M to $20M, it costs less than one senior hire and covers far more ground.<\/p>\n<p>This guide explains who does what, how the costs compare with hiring in-house, and how to set one up so it actually changes your results.<\/p>\n<p><strong>In short:<\/strong><\/p>\n<ul>\n<li>An outsourced finance team combines bookkeeping, compliance and CFO advice from one provider, working in your Xero file.<\/li>\n<li>A finance manager in Melbourne has a median salary of $149,350 before super, and an SME CFO $226,600, so in-house cover is expensive.<\/li>\n<li>The bookkeeper records what happened, the accountant keeps you compliant, and the virtual CFO tells you what to do next.<\/li>\n<li>Outsourcing works best when someone senior owns the forecast, the KPIs and a monthly meeting with you.<\/li>\n<li>An in-house hire starts to make sense when daily finance work needs a person on site full time.<\/li>\n<\/ul>\n<h2>What is an outsourced finance team?<\/h2>\n<p>An outsourced finance team is an external group that runs your finance function for a monthly fee. It usually covers bookkeeping, payroll, BAS, month-end reporting, cash flow forecasting and CFO-level advice.<\/p>\n<p>Instead of hiring a bookkeeper, a finance manager and a CFO one by one, you get each skill at the level your business needs right now. You can add more as you grow, and pull back in quieter years.<\/p>\n<p>Most teams work inside your accounting software, so your data stays in your own Xero file. You keep ownership of the numbers. The team keeps them clean, on time and useful.<\/p>\n<p>You&#8217;ll also see it called an outsourced finance function, an outsourced accounting team or a finance team as a service. The idea is the same.<\/p>\n<h2>Who does what: bookkeeper, proactive accountant or virtual CFO?<\/h2>\n<p>Each role answers a different question about your business. The bookkeeper answers &#8220;what happened?&#8221;, the accountant answers &#8220;are we compliant?&#8221;, and the CFO answers &#8220;what should we do next?&#8221;.<\/p>\n<table>\n<thead>\n<tr>\n<th>Role<\/th>\n<th>Main job<\/th>\n<th>How often<\/th>\n<th>The question it answers<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Bookkeeper<\/td>\n<td>Records transactions, reconciles bank accounts, runs payroll, chases invoices<\/td>\n<td>Daily or weekly<\/td>\n<td>What happened?<\/td>\n<\/tr>\n<tr>\n<td>Proactive accountant<\/td>\n<td>Lodges BAS and tax returns, plans tax before 30 June, keeps you on the right side of the ATO<\/td>\n<td>Monthly to quarterly<\/td>\n<td>Are we compliant, and are we paying the right tax?<\/td>\n<\/tr>\n<tr>\n<td>Virtual CFO<\/td>\n<td>Builds forecasts and budgets, sets KPIs, finds profit leaks, plans cash and growth<\/td>\n<td>Monthly meeting, plus on call<\/td>\n<td>What should we do next?<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>As we say to owners we work with:<\/p>\n<blockquote>\n<p>&#8220;An accountant shows you what already happened. A CFO shows you what to do next.&#8221;<\/p>\n<\/blockquote>\n<h3>What is a proactive accountant?<\/h3>\n<p>A proactive accountant contacts you before problems land, not after. They review your numbers during the year, plan tax well before EOFY and flag issues like a growing ATO balance while there&#8217;s still time to act.<\/p>\n<p>A reactive accountant only hears from you at tax time. By then the year is over and most of the useful decisions have already been made.<\/p>\n<h3>What does a CFO advisor add?<\/h3>\n<p>A CFO advisor, often called a virtual CFO, turns your reports into decisions. They look forward, not back: cash in 13 weeks, margin by job or product, the right time to hire, and what the bank will want to see.<\/p>\n<p>Not sure if you&#8217;re there yet? Our guide to <a href=\"https:\/\/simicfinancial.com\/fr\/need-virtual-cfo-signs\/\">the signs you need a virtual CFO<\/a> walks through the triggers.<\/p>\n<h2>Outsourced finance team vs in-house: how do the costs compare?<\/h2>\n<p>Hiring in-house costs more than the salary, and one person rarely covers every skill. That&#8217;s the main reason growing businesses outsource first.<\/p>\n<p>In Melbourne, the median salary is $149,350 for a finance manager and $226,600 for an SME CFO, before super, according to the <a href=\"https:\/\/www.roberthalf.com\/au\/en\/job-details\/finance-manager\/melbourne\" target=\"_blank\" rel=\"noopener\">Robert Half 2026 Salary Guide<\/a>. The <a href=\"https:\/\/www.ato.gov.au\/SuperRate\" target=\"_blank\" rel=\"noopener\">super guarantee rate is 12%<\/a>, which lifts those to about $167,300 and $253,800 a year.<\/p>\n<p>Then add the costs that don&#8217;t show on the job ad:<\/p>\n<ul>\n<li>Recruitment fees and the months it takes to find the right person.<\/li>\n<li>Payroll tax, if your wages bill is above your state&#8217;s threshold.<\/li>\n<li>Leave cover, because the finance work doesn&#8217;t stop when they&#8217;re away.<\/li>\n<li>Software, a laptop and desk space.<\/li>\n<li>The risk of one person holding all the knowledge, then resigning.<\/li>\n<\/ul>\n<table>\n<thead>\n<tr>\n<th><\/th>\n<th>In-house finance manager<\/th>\n<th>In-house CFO<\/th>\n<th>Outsourced finance team<\/th>\n<\/tr>\n<\/thead>\n<tbody>\n<tr>\n<td>Median salary (Melbourne, before super)<\/td>\n<td>$149,350<\/td>\n<td>$226,600<\/td>\n<td>No salary, monthly package<\/td>\n<\/tr>\n<tr>\n<td>Bookkeeping and payroll<\/td>\n<td>Often needs a separate bookkeeper<\/td>\n<td>Needs a team under them<\/td>\n<td>Included<\/td>\n<\/tr>\n<tr>\n<td>Strategic advice<\/td>\n<td>Limited<\/td>\n<td>Strong<\/td>\n<td>Strong, from a senior CFO<\/td>\n<\/tr>\n<tr>\n<td>Cover during leave<\/td>\n<td>No<\/td>\n<td>No<\/td>\n<td>Yes, a team behind it<\/td>\n<\/tr>\n<tr>\n<td>Scale up or down<\/td>\n<td>Hard<\/td>\n<td>Hard<\/td>\n<td>Change your package<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<h2>Worked example: an $8M business choosing its finance setup<\/h2>\n<p>This is an example with realistic numbers, not a real client. It shows why the decision is less about cost and more about what changes once someone owns the numbers.<\/p>\n<p>A Melbourne building services business turns over $8M a year. Gross margin is 30% and net profit is 6%, or $480,000. A part-time bookkeeper does the data entry, the books close about six weeks after month end, and debtor days sit at 58.<\/p>\n<p><strong>Option A: hire a finance manager.<\/strong> At the Melbourne median, that&#8217;s $149,350 plus $17,922 in super, or $167,272 a year before payroll tax, recruitment and software. Reports get faster. But the business still has no forecast owner at senior level, and no cover when the finance manager takes leave.<\/p>\n<p><strong>Option B: an outsourced finance team.<\/strong> The bookkeeping team handles weekly processing and closes the month in the first week. A virtual CFO meets the owner monthly, builds a 13-week cash flow forecast and sets five KPIs. The accountant side keeps BAS and tax on track.<\/p>\n<p>Now look at what timely numbers can be worth to this business:<\/p>\n<ul>\n<li><strong>Debtor days.<\/strong> Cutting debtor days from 58 to 45 frees up about $285,000 in cash ($8M \u00d7 13 \u00f7 365). That&#8217;s a one-off release of cash the business already earned.<\/li>\n<li><strong>Gross margin.<\/strong> Lifting gross margin by one point, from 30% to 31%, adds $80,000 a year. Net profit moves from $480,000 to $560,000, a lift of about 17%.<\/li>\n<\/ul>\n<p>Either option can deliver this, but only if someone senior is looking at the numbers every month and pushing for action. For many businesses this size, Option B gets them CFO-level thinking for less than Option A&#8217;s salary. Compare the two on price using our <a href=\"https:\/\/simicfinancial.com\/fr\/services\/#cfo-packages\">CFO packages<\/a>.<\/p>\n<p>Across our clients, we&#8217;ve seen an average 29% lift in profit and 17% lift in cash flow. Results vary from business to business.<\/p>\n<h2>How do you set up an outsourced finance team?<\/h2>\n<p>Start with a clean set of books, then add forecasting and advice on top. Advice built on messy data leads to the wrong decisions.<\/p>\n<ol>\n<li><strong>Write down what&#8217;s not working.<\/strong> Late reports, cash surprises, BAS stress or margin you can&#8217;t explain. This becomes the brief.<\/li>\n<li><strong>Get the books current.<\/strong> Bring reconciliations, payroll and BAS up to date in Xero before anything else.<\/li>\n<li><strong>Set a month-end deadline.<\/strong> Agree that the month closes by a set working day, so reports land while you can still act on them.<\/li>\n<li><strong>Pick five to seven KPIs.<\/strong> Cash on hand, debtor days, gross margin, wages as a percentage of revenue and revenue against budget are a good start.<\/li>\n<li><strong>Build a 13-week cash flow forecast.<\/strong> Include BAS, super, payroll tax and loan repayments so nothing lands as a surprise.<\/li>\n<li><strong>Book a monthly CFO meeting.<\/strong> Review the numbers, agree three actions, and check last month&#8217;s actions got done.<\/li>\n<li><strong>Review the setup every six months.<\/strong> Add or remove services as the business changes.<\/li>\n<\/ol>\n<p>If BAS is one of the pain points, our guide on <a href=\"https:\/\/simicfinancial.com\/fr\/set-aside-for-bas\/\">how much to set aside for BAS each month<\/a> is a useful first fix.<\/p>\n<h2>What should you ask before you outsource your finance function?<\/h2>\n<p>Ask who does the work, how quickly they respond, and what happens to your data if you leave. The answers tell you more than any sales pitch.<\/p>\n<ul>\n<li>Who will be my CFO, and how senior are they?<\/li>\n<li>Is the person preparing my BAS a registered BAS agent or tax agent? <a href=\"https:\/\/business.vic.gov.au\/business-information\/finance\/set-up-your-finances\/find-a-bookkeeper\" target=\"_blank\" rel=\"noopener\">Business Victoria<\/a> notes this is required for BAS work.<\/li>\n<li>Do you work in my Xero file, and do I keep full access?<\/li>\n<li>By which working day will my month be closed?<\/li>\n<li>How fast do you reply to a question, and how?<\/li>\n<li>Who covers my account when someone is on leave?<\/li>\n<li>Do you work with businesses my size and in my industry?<\/li>\n<li>What notice do I need to give, and how is the handover managed if I leave?<\/li>\n<\/ul>\n<h2>When does an in-house finance hire make more sense?<\/h2>\n<p>An in-house hire makes sense when your finance work needs someone on site every day. That&#8217;s usually because of volume, complexity or the need for a person in the room.<\/p>\n<p>Common signs include high daily transaction volumes, stock or job tracking that needs someone on the floor, several entities with frequent intercompany work, or a board that wants a full-time executive. Many businesses use a mix: an in-house finance officer for daily work, with a virtual CFO above them for strategy.<\/p>\n<p>The right setup can change as you grow, so review it each year alongside your budget.<\/p>\n<h2>Common questions<\/h2>\n<h3>Will I lose control of my numbers if I outsource?<\/h3>\n<p>No, you should have more control, not less. A good outsourced team works inside your own Xero file, so you keep full access and ownership. You also get clearer reports, more often, than most owners get on their own.<\/p>\n<h3>How long does it take to switch to an outsourced finance team?<\/h3>\n<p>Most businesses are up and running within one to three months. The first month usually goes into cleaning up the books and getting reconciliations current. Forecasting and monthly CFO meetings start once the data is reliable.<\/p>\n<h3>Is an outsourced finance team only for small businesses?<\/h3>\n<p>No. Businesses turning over $2M to $50M use outsourced teams because they need senior skills without a full department. Larger businesses often keep a small in-house team and outsource the CFO role or specialist work.<\/p>\n<h3>Can an outsourced team handle payroll and super?<\/h3>\n<p>Yes, most outsourced bookkeeping teams run payroll, single touch payroll reporting and super. This matters more since payday super started on 1 July 2026, as super now needs to be paid alongside wages rather than each quarter.<\/p>\n<h2>Want a finance team without the hiring risk?<\/h2>\n<p>We&#8217;re an award-winning team of CFOs and bookkeepers working with growing Australian businesses from Geelong, Melbourne and online. <a href=\"https:\/\/simicfinancial.com\/fr\/contact\/\">Book a free call<\/a> and we&#8217;ll show you what the right mix of <a href=\"https:\/\/simicfinancial.com\/fr\/services\/#bookkeeping-packages\">bookkeeping packages<\/a> and CFO support looks like for your business. Want to start on your own first? Grab our free Excel template, <a href=\"https:\/\/link.xpressautomations.com\/widget\/form\/FhTXpbFx96KEe6OeCwr2\">Run your business with Complete Financial Clarity<\/a>.<\/p>\n<p><!-- sf-related --><\/p>\n<h2>Related reading<\/h2>\n<ul>\n<li><a href=\"https:\/\/simicfinancial.com\/fr\/need-virtual-cfo-signs\/\">When do you need a virtual CFO? 7 signs it&#8217;s time<\/a><\/li>\n<li><a href=\"https:\/\/simicfinancial.com\/fr\/profitable-business-no-cash\/\">Why profitable businesses still run out of cash<\/a><\/li>\n<li><a href=\"https:\/\/simicfinancial.com\/fr\/choose-virtual-cfo\/\">How to choose a virtual CFO: 10 questions to ask<\/a><\/li>\n<\/ul>\n<p><em>This article is general information only and doesn&#8217;t take your circumstances into account. Speak with a qualified adviser before making decisions.<\/em><\/p>","protected":false},"excerpt":{"rendered":"<p>An outsourced finance team gives you a bookkeeper, proactive accountant and virtual CFO without hiring a full department. Here&#8217;s who does what, how the costs compare with in-house, and how to set one up.<\/p>","protected":false},"author":1,"featured_media":601,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","footnotes":""},"categories":[24],"tags":[],"class_list":["post-602","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-virtual-cfo"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Outsourced finance team: what you get | Simic Financial<\/title>\n<meta name=\"description\" content=\"What an outsourced finance team includes, how it compares with hiring in-house, and a worked $8M example to help you choose the right finance setup.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, 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