6 Tools to Make Offshoring a Success in Your Accounting Practice

Offshoring has been on the minds of many practice owners - but if you’ve been unsure whether your systems and processes are ready, you're not alone. The good news is, with the right tools in place, offshoring can become one of the most effective strategies to grow your accounting practice efficiently and profitably.

Over the years we’ve helped many practices navigate the offshoring journey. Here are our top six tips. 

1. Standardised Recorded Processes (SRPs)

One of the most important foundations for successful offshoring is well-documented processes. Creating clear step-by-step videos and screenshots for each function within your practice allows offshore staff to understand exactly what’s expected.

These SRPs act as your virtual training manual - saving you hours of explanation and ensuring consistent outcomes across your team. Tools like Loom or Scribe make this process quick and easy.

2. Task or Project Management Software

To keep everyone on the same page, you’ll need a strong task management system. Whether you choose Asana, ClickUp, Monday.com or Carbon – whatever works best for you, the key is to ensure all processes are broken down into tasks and subtasks that your team can easily follow. This helps offshore team members stay organised and ensures accountability for deadlines, priorities, and deliverables.

3. Time Tracking Tools

In any service-based business, time is money. This becomes even more critical when managing an offshore team. Time tracking tools ensure that work hours are logged accurately and transparently. Many accounting firms use Xero Practice Manager (XPM), which integrates time tracking and task management. You can also explore alternatives like Harvest or Toggl depending on your practice setup.

4. Communication Channels

Effective communication is key to managing a remote team. While a phone call may work initially, you’ll need a more structured approach for long-term success.

Popular tools we also use include:

• Slack: Great for daily team chats and quick updates.
• Microsoft Teams: Ideal for integrated communication and collaboration.
• Zoom: Perfect for scheduled video calls and recorded team meetings.

Create dedicated channels for different teams or projects to maintain clear, organised communication and to stop important updates getting lost in chatter.

5. Secure File Access

Your offshore team will need easy access to client files and documents. Cloud-based systems like Google Drive, FYI Docs, Dropbox or other document management tools are essential.

Be sure to set appropriate permissions and keep security top of mind, especially with sensitive financial data – yours and your clients!

6. Motivation and Engagement Tools

This is perhaps the most overlooked - but SO IMPORTANT - element. Your offshore team members come from diverse backgrounds and are motivated by different things. Some might value time off, others may be more driven by money. Create a culture that values their contributions and find ways to reward performance. This doesn’t mean doing something different for every person - but being mindful of what motivates your team will help you retain great offshore staff long-term. That is the goal!

Want to know more?: Our 30-Day Offshoring Content Plan

If you’re ready to kickstart your offshoring journey, we’ve developed a 30 Day Content Plan for Offshore Teams. Each day includes practical tips and resources to help you:

• Write job descriptions and KPIs
• Set up your systems and processes
• Build confidence in your ability to delegate offshore
• and so much more!

This resource has already helped plenty of practices make their offshoring journey a success - and it could help you too.