What Does It Really Cost to Outsource Your Agency's Accounting?

The Price vs. the Cost

If you’re an agency owner thinking about outsourcing your accounting, you’ve probably asked: "How much is it going to cost me?" It’s a valid question. But what most owners don’t consider is this: What’s the cost of not doing it properly?

Accounting isn’t just a compliance task, it’s a lever for decision-making, growth and sanity. When done well, outsourced financial support gives you back control, clarity and confidence. Done poorly (or not at all), it drains profit, time and energy.

This article will break down the different pricing models, the hidden costs no one talks about, and how to assess whether you’re getting real value.

What Drives the Cost of Outsourced Accounting?

There’s no one-size-fits-all pricing, and that’s a good thing. Your agency’s size, complexity, goals, and existing financial systems all influence what a provider might charge.

Here are the biggest cost drivers:

• Size of your business: More revenue and transactions = more work to handle.

• Level of complexity: Do you have multiple revenue streams, currencies, teams or services?

• Scope of services: Are you only looking for bookkeeping? Or do you need forecasting, cashflow, board packs, and strategic insight?

• Tech stack: Clean, automated systems cost less to manage. Manual processes or messy books? Expect higher fees initially.

• Engagement style: Do you want done-for-you, done-with-you, or strategic advisory only?

Common Pricing Models Explained

Let’s demystify how accounting services are typically priced:

1. Fixed Monthly Retainer This is the most common model for agencies. You agree on a monthly fee for a set scope of services. This provides predictability and makes budgeting easier.

2. Tiered Packages Some firms offer bronze/silver/gold levels with increasing features; for example:

• Basic: bookkeeping & compliance

• Growth: monthly reporting, KPI dashboards

• Strategic: forecasting, board packs, cashflow support

3. Hourly or Ad-Hoc This model is falling out of favour. It’s harder to plan and often disincentivises efficiency. But it can work for specific projects like setup, system migration or audits.

4. Outcome-Based Pricing A newer model where fees are linked to tangible outcomes e.g. profit improvement, margin expansion, time saved.

What’s Included and What Might Cost Extra?

A common frustration with cheaper services is finding that the essentials aren’t actually included. Ask specifically:

• Are monthly management reports included?

• Will you help me interpret the numbers?

• Do I get forecasting and cashflow planning?

• Is tax planning built in?

• Do I have a named point of contact or am I routed through a helpdesk?

What might cost extra:

• Historical cleanup work (fixing old messes)

• Setting up new systems (e.g. Xero, Dext, Fathom)

• 1:1 strategy sessions

• Payroll, VAT, or complex tax work

Hidden Costs of Staying DIY (or Going Cheap)

The question isn’t just "how much will it cost to outsource?" but also:

• How much is my time worth?

• What mistakes could I be making by not having strategic input?

• Could I miss warning signs (cash gaps, margin erosion, tax exposure)?

Cheap support might feel smart, until you lose tens of thousands due to poor forecasting or tax surprises.

DIY might save a few pounds today, but what does it cost when you undercharge, overhire, or lose confidence in your numbers?

How to Budget for Financial Support

As a rule of thumb:

• Small agencies (<£500k turnover): Expect £500–£1,000/month for foundational support

• Growing agencies (£500k–£2m): £1,000–£2,500/month for reporting, strategy and forecasting

• Scaling agencies (£2m+): £2,500+/month for CFO-level support and insights

Remember, the best services pay for themselves by:

• Helping you avoid costly mistakes

• Freeing your time to focus on sales and delivery

• Improving margins and planning

A Realistic Example

Let’s say you run a creative agency doing £900k a year in revenue. You’re using Xero, but you don’t really understand your reports. You don’t have forecasts, and your cashflow feels tight. You’re not sure if you’re profitable month-to-month.

A solid outsourced financial partner might charge you £1,500/month. That fee includes:

• Monthly management reports that make sense

• Cashflow forecasting

• Quarterly board packs

• Access to advice when you need it

If they help you:

• Prevent a £15k tax surprise

• Identify and fix a £5k/month overspend

• Improve pricing to gain £30k extra gross profit…

...that’s ROI. Not cost.

How to Choose the Right Provider

When reviewing options, ask:

• Do they specialise in agencies?

• Are they proactive or reactive?

• Will they help me understand my numbers?

• What exactly is included?

• Can they grow with me as we scale?

The right partner won’t just reconcile the books. They’ll help you make sharper decisions.

Final Thoughts

Outsourcing your agency’s accounting can feel like a cost until you experience the clarity and momentum that come from having trusted financial support.

The real question isn’t "How much does it cost?" — it’s "How much more could we grow if I wasn’t flying blind anymore?"

If you’re ready to stop guessing and start growing with confidence, we’d love to show you what’s possible.

Want help building your financial foundation? Our signature offer is designed to give you clarity, confidence, and control without spreadsheets or stress. Book a connect call to see if we’re the right fit.