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Outsourced Accounts Payable Services: Common Misconceptions Debunked

Rahul Maingi

By admin, December 18, 2023

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Accounts payable (AP) denotes the financial obligations held by a company towards its suppliers for delivered goods and services, accompanied by the submission of an invoice.

Undoubtedly, outsourcing their accounts payable has become a strategic move for many businesses seeking efficiency and cost savings. However, many misconceptions exist about these services.

In this post, we debunk the myths surrounding outsourced accounts payable services to provide an understanding of their benefits.

Common Misconceptions About Outsourced Accounts Payable Busted 

Below, we look at common misconceptions about outsourcing accounts payable, and, as a leading outsourced bookkeeping and AP/AR management company, bust them.

1. Misconception: Outsourced AP is only for large businesses.

This is far from reality. Businesses of all sizes can benefit from outsourcing their AP processes. In fact, small and medium-sized enterprises often reap substantial advantages. By outsourcing, smaller businesses can allocate their limited resources more effectively, allowing a sharper focus on their core competencies. This, in turn, can bolster their growth and operational efficiency.

2. Misconception: Outsourced AP is too expensive.

Contrary to this belief, AP outsourcing can actually yield significant cost savings. Comparing the expenses associated with maintaining an in-house AP department to outsourcing, the latter often proves to be more cost-effective. Outsourced AP companies leverage economies of scale and cutting-edge technologies to efficiently process invoices. (Economies of scale refer to proportionate cost savings gained by an increased level of production.) This competence translates into reduced operational costs, making outsourced AP a wise financial choice.

3. Misconception: Outsourced AP is risky.

Reliable outsourced AP providers prioritize risk mitigation. They have extensive experience, expertise, and resources to manage and minimize risks associated with AP processes. Furthermore, these providers implement stringent security measures to safeguard client financial data, ensuring a secure environment for processing. By adhering to industry standards and regulations, they offer a robust defence against potential threats and vulnerabilities.

Management strategies employed by outsourced AP providers include encryption, compliance with data protection regulations, and proactive measures to counter potential fraud or data breaches.

4. Misconception: I’ll lose control over my AP process.

Outsourcing AP does not equate to surrendering control. On the contrary, it offers a flexible model where businesses retain a significant level of control. They have the autonomy to decide which specific tasks to outsource and which to keep in-house. Moreover, collaboration with the outsourced AP provider enables the development of a customized service plan that aligns with the business’s unique needs and preferences.

5. Misconception: Outsourced AP will lead to job losses.

This is not necessarily true. Instead, it reallocates resources and allows businesses to channel their efforts into other crucial areas such as sales, marketing, finance, and research and development (R&D). By streamlining the AP process through outsourcing, companies can potentially witness growth and expansion, leading to increased job opportunities in other departments.

What to Consider When Selecting a Qualified Outsourced Accounts Payable Provider

Outsourced Account Payable

Choosing the right outsourced accounts payable provider is important. Here are a few things you should consider when making this selection:

1. Industry Experience

A knowledgeable and experienced provider should have a profound understanding of the regulations and challenges that influence your industry’s AP processes. Their familiarity with your sector ensures tailored expertise to enable a smoother integration and better alignment with your business goals.

Hiring an outsourcing partner with a proven track record within your industry means they are well-versed in handling its intricacies. This expertise can lead to more efficient operations, improved compliance, and better strategic guidance in managing your AP processes.

2. Robust Security

A reliable AP provider should adhere to standard industry security practices. Encrypted data transmission, secure storage systems, access controls, and compliance with data protection regulations are essential factors to look for in their operational framework. Furthermore, certifications and accreditations in data security standards can provide added assurance of their commitment to safeguarding your sensitive information.

3. Detailed Service Plan

Ensure that your chosen AP outsourcing provider offers a comprehensive service plan aligned with your specific business needs. This plan should outline in a clear and detailed manner their scope of services, operational processes, and service level agreements (SLAs). A well-structured service plan tailored to your business requirements helps establish clear expectations and performance metrics.

The service plan should cover various aspects, such as invoice processing workflows, communication channels, dispute resolution mechanisms, and reporting procedures. The ability to customize the service plan according to your business’s unique demands is crucial for ensuring that the outsourced AP processes seamlessly integrate with your existing operations.

4. Online Reviews

Before finalizing your choice, explore online reviews and testimonials of your prospective AP outsourcing providers. Insights from other businesses offer valuable perspectives on the quality of service, reliability, responsiveness, and overall satisfaction with the provider.

Forums, review platforms, or industry-specific communities often host feedback and experiences shared by businesses engaged with the AP provider. Pay attention to recurring themes in the reviews, such as service quality, customer support, adherence to deadlines, and transparency in operations. These reviews provide practical insights into the provider’s strengths and potential areas for improvement, aiding in making a well-informed decision.

 

Debunking misconceptions about outsourced accounts payable (AP) reveals its suitability for businesses of all sizes, emphasizing cost savings and risk mitigation. Selecting a qualified AP outsourcing provider entails assessing industry experience, robust security measures, a tailored service plan, and insights from online reviews, ensuring a strategic fit for your business’s needs. This holistic understanding empowers businesses to make informed decisions, leveraging outsourced AP for enhanced efficiency, streamlined operations, and potential expansion. To learn more about payroll process, bookkeeping, or accounts payable services, get in touch with Virtuous Accounting & Bookkeeping. Our extensive invoice processing solutions enable your organization to direct resources to primary business functions while we manage all backend transaction and invoice processing responsibilities.

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