Costs of Outsourced Accounting:
Pricing, Models, and Potential Savings
How much does it cost to outsource accounting? Many business owners ask themselves this question but rarely get a concrete answer. And for good reason: The costs of outsourced bookkeeping vary widely depending on the size of the business, the volume of documents, and the chosen model.
This article provides clarity: You’ll learn what prices you can realistically expect, which factors influence the costs, and where the greatest savings potential lies.
Key Findings at a Glance
- Monthly costs typically range from €45 to €3,000+
- Prices vary significantly depending on the service type: bookkeeper vs. tax advisor
- The StBVV regulates tax advisor fees, using revenue as the basis for calculation
- Internal, fully digitized processes significantly reduce costs
- Outsourcing conserves internal resources and provides planning certainty
What exactly does "external accounting" mean?
External accounting refers to the outsourcing of accounting tasks to specialized service providers. In practice, these are primarily tax advisors, independent accountants, or specialized accounting firms.
Typically, tasks such as day-to-day financial accounting, advance sales tax returns, or payroll processing are handled by these providers. The goal is to reduce the workload on internal teams while ensuring that tasks are handled correctly and professionally.
This model is particularly widespread among small and medium-sized businesses, as it allows for flexible scaling without having to build up in-house staff.
Tax Advisor vs. External Bookkeeper: What's the Difference?
Before we get into specific prices, there’s an important distinction to make: tax advisors and external accountants differ not only in the scope of their services but also fundamentally in their pricing.
Important: Tax advisors are authorized to do significantly more than mere bookkeepers—they can prepare annual financial statements, provide tax advice, and represent the company before the tax authorities. These additional services are reflected in the price.
The StBVV: How Tax Advisors Calculate Their Fees
The Tax Advisor Fee Regulation (StBVV) specifies how tax advisors may bill for their services. The basis for this is the so-called “value of the matter”—which is generally the company’s annual revenue (or its operating expenses, if these are higher).
Depending on the amount of work involved, the tax advisor may apply a factor ranging from 1/10 to 6/10 of the so-called “full fee”—or even more for more complex tasks.
Specific calculation example:
Annual revenue: €200,000
Full fee (10/10) according to the StBVV: €231/month
Using a typical rate of 7/10: approx. €162/month
Annual bookkeeping costs (7/10): approx. €1,940 net
In addition, the advance sales tax return is usually provided as an additional service
Important: This calculation applies only to ongoing bookkeeping. Annual financial statements, tax returns, and other services are billed separately.
Overview of External Accounting Costs
In practice, pricing is based on various models. The most common are monthly flat rates based on the scope of services.
Monthly Flat Rates by Company Size
Billed at an hourly rate
Alternatively, billing is on an hourly basis. Typical hourly rates range from €50 to €150 per hour—depending on qualifications and region. This model is particularly suitable for irregular or project-based work, but is more difficult to plan.
Cost per accounting entry
Another model is billing per journal entry. Prices typically range from €0.50 to €2.00 per journal entry—often supplemented by a base fee. This model is commonly used for highly digitized, standardized processes.
What factors determine the costs?
The cost of outsourced accounting is not determined by a single factor, but rather by the interplay of several factors:
- Volume of transactions: The more transactions there are, the greater the processing effort
- Company structure: Multiple locations, international operations, or various subsidiaries increase complexity
- Level of digitization: Providing documents digitally and using integrated systems significantly reduces manual effort
- Model chosen: tax advisor vs. external bookkeeper
- Additional services: Payroll accounting, reporting, or business consulting increase monthly costs
In-house vs. outsourced: Which is more cost-effective?
Many companies wonder whether outsourcing is really more cost-effective than maintaining their own accounting department. The answer depends on their specific needs—but a direct comparison reveals clear trends:
Conclusion: Especially for small and medium-sized businesses with fewer than 5–10 accounting transactions per day, outsourcing accounting is generally much more cost-effective than hiring in-house staff.
When Is It Worth It to Outsource Accounting?
Outsourcing accounting makes particular sense when:
Internal resources are limited or the necessary expertise is lacking
; the focus needs
to be shifted more toward the core business; the company is growing and needs
scalable structures; predictable monthly costs are more important than an in-house full-time position
Challenges and 3 Common Mistakes
Despite the advantages, there are challenges that frequently arise in practice:
- A one-sided focus on price: Low-cost providers do not automatically lead to better results—especially when processes are inefficient or interfaces are missing
- Unclear responsibilities: A lack of coordination leads to friction and delays
- Lack of transparency: Without clear communication processes, the company loses track of its own financial situation
How to Reduce Your Accounting Costs
The most effective way to reduce costs is not by comparing prices among providers, but by improving the quality of your own processes.
Digitize Receipts and Integrate Systems
Those who consistently capture documents digitally and use a system with a direct interface to the accountant significantly reduce manual effort and, as a result, directly cut down on billable time. Providers such as BOLD & EPIC Transform rely on fully integrated solutions in which accounting and ERP systems work together seamlessly.
Submit documents completely and sorted
Incomplete or unsorted documents lead to follow-up entries, which are billed separately. A structured handoff routine quickly pays off.
Standardize processes, agree on flat rates
Clear processes from the start prevent follow-up inquiries and corrections. Where possible, it’s worth agreeing on flat rates instead of hourly billing; this provides planning certainty for both parties.
Current Developments and Trends
Accounting is undergoing a transformation. Technologies such as automation and artificial intelligence are changing the way accounting processes are carried out. Cloud-based solutions enable location-independent collaboration, while automated systems reduce manual tasks.
Those who adopt digital processes early on can reduce costs in the long term while simultaneously improving quality.
Frequently Asked Questions About Outsourced Accounting
How much does outsourced accounting cost for small businesses?
Typically between €200 and €500 per month—for microbusinesses and freelancers, there are plans starting at just €45 per month.
Is outsourced bookkeeping more cost-effective than hiring in-house staff?
For most small and medium-sized businesses, yes: in addition to salary, there are no social security contributions, training costs, software licenses, or downtime to account for.
What is the difference between a tax advisor and an external bookkeeper? Tax
advisors are authorized to provide a wider range of services (annual financial statements, tax returns, tax representation), but are generally more expensive. External bookkeepers are more affordable but are not permitted to perform tax-related tasks.
How do tax advisors calculate their fees?
Based on the StBVV (Tax Advisor Remuneration Ordinance). The value of the matter (annual revenue) determines the fee amount—typically, a factor of 5/10 to 8/10 of the full fee is applied.
How can costs be reduced?
Primarily through digitization, the submission of complete and organized documentation, and standardized processes. The provider’s price is often less critical than the quality of your own processes.