Outsourcing bookkeeping: scope, handover and prices
Good bookkeeping records transactions traceably and produces usable figures. Full delegation or retaining some work internally depends on skills, available time and the reporting you need. Clear responsibilities make quotations comparable and prevent duplicated work.
What should the provider handle?
Routine entries, outstanding customer and supplier invoices and bank reconciliations are part of accounting work. Annual accounts, tax returns, VAT returns and payroll are additional tasks to agree expressly. A low price for entering documents does not automatically include them.
| Area | Clarify in the quote |
|---|---|
| Entry | Internal preparation, checking and corrections |
| Open invoices | Reconciliation, reminders and approvals |
| Reporting | Which figures, how often and by when? |
| Additional work | Specify accounts, tax, VAT and payroll |
Partial or full outsourcing
A partial arrangement lets you retain invoicing or preparation and delegate specialist processing. It requires a traceable handover and skills for the retained tasks. Agree who answers queries and corrects missing or incorrect information. Even full outsourcing needs a responsible contact within the business.
Distinguish documents from entries
Document count gives an initial indication, not a final workload. One document can need several entries for different accounts or VAT treatment. Unclear payments, missing records, multiple bank accounts and foreign currencies also affect processing. Give an approximate volume and describe important complications.
Agree systems and access
Existing software can remain if imports, permissions and working methods fit. Before switching, agree data export, opening-balance checks and the transfer of outstanding items. Digital documents alone do not ensure daily figures: submission and processing intervals must align. Credentials and complete bank records belong in a later agreed secure exchange.
Plan catch-up work and changeovers
Ongoing support differs from catching up several earlier periods. State the open months or years, record condition and known deadlines. For a changeover agree a cut-off, responsibilities and existing-data transfer. Check what has already been done before commissioning the same work again.
Compare bookkeeping costs
One provider tariff viewed in October 2026 lists CHF 120 per hour for routine bookkeeping without membership and CHF 160 for specialist work. This is one example, not a Swiss average. Compare work, included tasks and expenses; also confirm VAT treatment on fees.
| Price component | What to check |
|---|---|
| Routine work | Volume, preparation and included checks |
| Setup | Data transfer and opening-balance checks |
| Accounts / returns | Extra or expressly included in the base price? |
| Queries / extras | Define corrections, advice, licences and travel |
Prepare a useful request
An initial quote needs an overview rather than complete accounts. Legal structure, tasks, approximate record volume, readiness and existing software help define the work. If payroll is included, give the affected headcount. Known dates and particular periods fit in one short shared note.
- Define the tasks. State internal work and required outputs.
- Agree the handover. Describe software, periods and record readiness.
- Compare the quotes. Check equivalent scope, ongoing fees and one-off costs.
Assess quality and support
Check experience with your sector and legal structure, a regular contact and understandable reports. Ask how queries are documented and when figures arrive. Bookkeeping, tax advice and independent audit are different appointments; expertise and independence must fit the agreed work.
Frequently asked questions
Can I outsource only part of the bookkeeping?
Yes. Specify internal tasks and external processing expressly. A clear handover prevents duplicate entry and gaps in responsibility.
Are annual accounts and tax work always included?
No. They may be separate or part of a package. Compare the exact scope and covered period.
Why does document count not establish a fixed price?
One document may need multiple entries and clarification. Completeness, payment matching and unusual transactions affect the work.
Can I retain my existing accounting software?
Often, if working methods, permissions and imports fit. Agree transfer and exportability before commissioning.
Can a provider catch up earlier bookkeeping periods?
That can be included in the appointment. State open periods, available records and known deadlines. Show additional work separately in the quote.
Must I send bank details or passwords with my request?
No. An overview of scope and current position is enough initially. Agree detailed records and access later through a specific secure process.
