How can I maintain control when outsourcing accounting?

Modern transparency through digital solutions

The concern about losing control when outsourcing accounting is understandable but unfounded. Modern, digital accounting service providers offer even more transparency than traditional internal solutions. You get insight into your finances at any time—often in real time and presented more clearly than you could achieve yourself.

Your digital control center

Personal dashboard as command center

A professional online dashboard gives you round-the-clock access to all your company's key figures. Modern platforms such as Findea Online show you at a glance:

• Current liquidity situation and account balances
• Sales development compared to previous periods
• Outstanding receivables and their due dates
• Upcoming liabilities and payment deadlines
• Important dates such as VAT payments or tax returns

Real-time reporting

Live data instead of outdated monthly reports. You can immediately see how individual business transactions affect your key figures and react promptly.

Mobile availability

Control even when you're on the go. Smartphone apps give you access to important data no matter where you are.

Concrete control options

Document verification and tracking

Every document remains traceable. You can:

• View all recorded documents digitally
• Check booking notes and categorizations
• Leave comments on unclear transactions
• Request corrections or additions

Practical example: You see an unusually high office supplies invoice and can immediately call up the original document, check the booking, and make inquiries if necessary.

Access evaluations and reports

Comprehensive financial reports at the touch of a button:

• Profit and loss statement shows you sales and cost development
• Balance sheet for an overview of assets and capital
• Liquidity planning for forward-looking control
• Cost center evaluations for detailed cost analysis
• VAT returns before submission

Define individual key figures

Control according to your most important metrics. Work with your trustee to define individual KPIs and thresholds for automatic alerts.

Budget controlling

Plan/actual comparisons show you deviations from your budget targets immediately and enable timely control measures.

Active communication and participation

Regular review appointments

Structured meetings ensure continuous exchange:

• Monthly briefings on current developments
• Quarterly reviews for strategic topics
• Annual planning meetings for budgets and goals

Ask proactive questions

Take advantage of your fiduciary's expertise:

• Ask about unusual developments
• Have trends and anomalies explained to you
• Get recommendations for optimizations
• Discuss planned investments or changes

Help shape processes

You set the rules:

• Define approval processes for larger expenditures
• Set reporting periods and formats
• Determine contact times and communication channels
• Agree on escalation levels in case of problems

Automated control instruments

Notification systems

Stay informed automatically:

• When defined budget limits are exceeded
• Before important payments or deadlines are due
• In case of unusual account movements
• When liquidity limits are exceeded

Approval workflows

Maintain control over critical decisions:

• Automatic submission of larger invoices for approval
• Notification in case of unclear accounting entries
• Confirmation before important tax returns or payments

Data export and backup

Your data remains your property:

• Complete export of all accounting data possible at any time
• Regular backup notifications for security
• Standard formats for easy switching if necessary

Quality assurance through control

Four-eyes principle

Professional service providers work with internal controls:

• Entries are checked by several people
• Automatic plausibility checks
• Regular internal quality audits

External audits

Additional security through independent controls:

• Option of external audits
• Tax consulting mandates with a controlling function
• Industry comparisons and benchmarking

Define limits and escalation

Delineate decision-making authority

Clear agreements create security:

• Which decisions does the trustee make independently?
• For which amounts or transactions is consultation necessary?
• How are urgent decisions handled?

Define escalation routes

Prepare for the worst-case scenario:

• Contact person in case of dissatisfaction or problems
• Procedure in case of disagreements
• Termination modalities and data transfer

Technical security and data protection

Access control

Your data is secure:

• Individual user rights and passwords
• Encrypted data transmission
• Regular security updates

Audit trails

Complete traceability:

• Logging of all accesses and changes
• Time stamps for all entries and corrections
• Unalterable document archiving

Findea Online: Controlled transparency

Findea Online offers all modern control options:

• Intuitive dashboard interface with real-time data
• Mobile app for control on the go
• Automatic notifications and alerts
• Complete document viewing and commenting functions
• Individual reporting and KPI monitoring

Practical tips for maximum control

Establish regular routines

Create fixed control rhythms:

• Weekly dashboard checks
• Monthly evaluation reviews
• Quarterly strategy meetings

Define key figures

Focus on what matters:

• 3-5 important KPIs for your business
• Clear target values and tolerance ranges
• Early warning indicators for problems

Maintain documentation

Record important decisions:

• Minutes of meetings
• Reasons for unusual bookings
• Agreements on process changes

Conclusion on maintaining control

Today, outsourcing accounting does not mean losing control, but rather gaining intelligent control through professional tools and processes. Modern digital solutions often offer you more transparency and better control options than internal systems. By actively using the available control mechanisms and communicating regularly with your fiduciary, you maintain an overview at all times – while relieving yourself of time-consuming routine tasks.