Step-by-Step Guide to Hiring Offshore Employees for Australian Accounting Firms (2025)

Why More Australian Accounting Firms Are Going Offshore

With ongoing talent shortages, rising salary expectations, and mounting pressure to deliver higher-value advisory services, many accounting firms across Australia are turning to offshore staffing — and not just for cost savings.

Smart firms are leveraging global talent to expand capacity, improve margins, and streamline operations without compromising compliance or client satisfaction.

Why Hire Offshore Accountants?

Offshoring key support roles gives your practice the ability to:

Step-by-Step Guide to Hiring Offshore Employees for Australian Accounting Firms (2025)

Before you hire, clarify what you want to delegate. This ensures you’re offshoring tasks that maximise ROI while maintaining firm standards.

Look for Roles That:

• Are process-oriented and repetitive in nature
• Can be performed using cloud accounting software
• Don’t require in-person client interaction or regulatory licensing (unless supervised)
• Are time-consuming for your local team but essential for daily operations

Common Offshore Roles for Australian Accounting Firms:

📌 Pro Tip: Start small — with 1–2 clearly defined roles — and scale once systems and oversight are in place.

Step 2: Choose the Right Offshoring Model

Once you've identified the roles you wish to offshore, the next crucial decision is how to hire. There are three primary offshoring models available to Australian accounting firms — each with its own pros and cons depending on your stage, size, and risk appetite.

1. Direct Freelancers

Platforms like Upwork, OnlineJobs.ph, and Fiverr allow you to hire freelancers directly.

✅ Pros

• Low cost — ideal for ad hoc tasks or simple bookkeeping
• Quick to get started
• Flexibility with hours and contracts

❌ Cons

• Lack of structure or continuity
• No oversight on data security or compliance
• Varying quality and reliability
• No formal HR support or escalation process

📌 Best for: One-off projects, very small firms testing the waters.

2. Offshore Staffing Providers

These are larger Offshore Staffing Providers that provide managed accounting staff from offshore hubs like the Philippines or India.

✅ Pros

• Access to pre-vetted, finance-trained professionals
• Data security protocols and compliance frameworks in place
• Structured onboarding and HR support
• Scalable infrastructure with backup systems

❌ Cons

• Higher monthly cost than direct freelancers
• Some providers may feel “too corporate” for smaller practices
• Less flexibility in hiring part-time or fractional support

📌 Best for: Growing firms needing long-term, reliable offshore talent with low internal management overhead.

3. Build Your Own Offshore Team (DIY Approach)

This involves setting up your own entity or office overseas and hiring directly — often in places like the Philippines, Vietnam, or Sri Lanka.

✅ Pros

• Full control over hiring, training, processes, and culture
• Long-term investment in your own offshore capability
• Can tailor systems exactly to your firm’s workflows

❌ Cons

• Requires time, legal support, and administrative infrastructure
• HR, compliance, payroll, and security must be handled in-house
• Difficult for smaller firms to execute without upfront capital

📌 Best for: Larger firms or groups with existing scale, operational maturity, and long-term offshore plans.

Best Option for Most Australian Accounting Firms

Most small to mid-sized firms benefit most from a specialist offshore staffing provider that understands:

• Australian tax timelines and compliance (BAS, STP, ATO requirements)
• Popular cloud accounting platforms (Xero, MYOB, QuickBooks, Dext, etc.)
• The need for timezone-aligned support, especially during EOFY or quarterly BAS periods
• The local nuances of client confidentiality and data protection

Look for providers like:

• Remote Office – Offers flexible, fully-managed VA and accounting support tailored to Australian SMEs
• TOA Global – One of the largest BPOs for Australian accountants
• Beepo – Strong focus on professional services and finance roles

📌 Tip: Ask about their onboarding process, data security protocols, and how they ensure quality and continuity across offshore staff.

Step 3: Set a Budget

Offshore salaries depend on experience, region, and role.

💡 Many providers offer part-time or full-time options with no need to manage payroll or benefits.

Step 4: Choose the Right Offshore Partner

Selecting the right offshore staffing partner is one of the most important decisions you’ll make in the offshoring journey. Your provider shouldn’t simply offer cheap labour — they must understand the nuances of Australian accounting, support your operations, and uphold high standards of security and reliability.

What to Look for in an Offshore Accounting Partner

When evaluating providers, prioritise those with deep experience in the Australian market, and a strong understanding of cloud-based tools and compliance frameworks.

Here’s what to look for:

Recommended Offshore Staffing Providers for Australian Accounting Firms

Here are some well-regarded firms with a strong reputation for supporting Australian accountants and bookkeepers:

📌 Pro Tip: Before choosing a provider, request a call to understand their process, data handling policies, and how they match talent to your firm’s needs. A strong partner will act as an extension of your internal team, not just a vendor.

Step 5: Create a Role Profile and Job Brief

Before engaging with an offshore partner or posting a role, it’s essential to clearly define what you’re hiring for. A well-crafted role profile will not only attract the right talent but also streamline onboarding and performance management.

Think of your job brief as both a recruitment tool and a reference document for alignment between your firm, the offshore partner, and the employee.

What to Include in the Role Profile

Here’s a breakdown of what to include when creating a comprehensive offshore accounting role brief:

Sample Job Brief

Position: Offshore Bookkeeper (Full-Time)

We’re seeking a reliable and detail-oriented offshore Bookkeeper to join our accounting team. The successful candidate must be proficient in Xero and Dext, with at least 3 years’ experience supporting Australian businesses.

Responsibilities include monthly bank reconciliations, accounts payable and receivable processing, payroll management, and liaising with clients regarding outstanding documents or data.

Requirements:

• 3+ years’ experience in bookkeeping or accounting
• Advanced knowledge of Xero and Dext
• Familiarity with Australian BAS and payroll requirements
• Strong communication skills in written English
• Ability to work 9am–5pm AEDT, Monday to Friday
• Reliable internet, secure remote access, and confidentiality agreement

The role will commence with a 2-week paid trial, with clear KPIs including on-time reconciliations, error-free reporting, and proactive communication.

📌 Pro Tip: Align the role profile with your internal SOPs (Standard Operating Procedures) and workflows — it ensures consistency, especially if you plan to scale your offshore team.

Step 6: Interview and Test Candidates

Once you’ve shortlisted 2–3 suitable offshore accounting candidates (or received recommendations from your offshoring partner), the next step is to rigorously assess both their technical skills and cultural fit. This ensures they’re not only capable of doing the job but can also collaborate smoothly with your team — especially when working remotely.

Key Areas to Evaluate

# Software proficiency: (Xero, MYOB, Class, BGL), understanding of AU compliance, etc.

# Communication Skills: Clarity in spoken and written English, ability to ask questions when unclear.
# Cultural Fit: Alignment with your team’s communication style, values, and workflow.
# Reliability: Responsiveness, ability to manage deadlines, and problem-solving under pressure.

How to Evaluate

Here’s a multi-step process to fairly and effectively assess your offshore accounting candidates:

a. Technical Assessment

Give candidates a short, job-relevant task to complete, ideally within 24–48 hours.

Examples:

• Prepare a draft BAS statement using sample data
• Reconcile a set of bank transactions in Xero
• Identify issues in a sample payroll file
• Create a monthly management report using dummy data

This demonstrates attention to detail, software fluency, and their ability to follow Australian accounting standards.

b. Video Interview

A live video interview helps assess soft skills and communication. This step is crucial for identifying:

• Professionalism and responsiveness
• Clarity of thought and articulation
• Confidence with tools and terms
• Ability to adapt to remote work

Check for:
✅ Natural communication (not overly scripted)
✅ Proactive thinking and initiative
✅ Comfortable navigating tools via screen-share (if applicable)

c. Paid Trial Task (Optional but Recommended)

You may also wish to assign a small paid trial task that mimics a real task from your day-to-day operations — something that takes 1–3 hours and reflects the actual scope of work.

Examples:

• Clean up a chart of accounts
• Format an end-of-month reconciliation pack
• Run payroll for 3 staff using test data

This helps evaluate how the candidate handles real-world instructions and systems.

d. Cultural Fit Assessment

While skills are crucial, don’t underestimate cultural compatibility — especially for client-facing or collaborative roles.

Assess:

• Their working style (independent vs collaborative)
• Responsiveness during different time zones
• Attitude toward deadlines and workload during peak seasons
• Long-term interest or commitment to working with your firm

Interview Questions to Ask

Ask questions that reveal both technical depth and practical judgement:

a. Technical & Process-Oriented:

• “What is your approach to reconciling multiple bank accounts in Xero with missing invoices?”
• “Can you walk me through how you would handle a client’s BAS lodgement errors?”
• “Have you worked with SMSF administration or tools like Class or BGL? What was your role?”

b. Workload Management:

• “How do you prioritise tasks when multiple clients need month-end reports?”
• “What steps do you take to manage errors during peak tax season?”

c. Tools & Adaptability:

• “Which accounting platforms have you used? Are you Xero or MYOB certified?”
• “Have you ever migrated a client from one platform to another?”

d. Communication & Fit:

• “Tell me about a time you identified an issue before the client noticed it — how did you handle it?”
• “How do you prefer to receive feedback? How often do you like to check in with managers?”

📌 Pro Tip: Use a scorecard to evaluate each candidate consistently. Assign scores to technical accuracy, communication, cultural fit, and responsiveness — it makes final selection far more objective.

Step 7: Set Up Systems and Onboard Properly

Set your offshore accounting hires up for success with structured onboarding and secure, cloud-based workflows.

Hiring offshore staff is only half the job — the real leverage comes from how well you equip them to perform from Day One. A streamlined onboarding process reduces miscommunication, shortens the ramp-up period, and builds confidence.

Here’s how Australian accounting firms can onboard offshore employees effectively in 2025:

Core Systems to Set Up

Ensure that your offshore team members have secure access to the essential tools they need to work productively and collaborate seamlessly.

Recommended Tools
# Cloud Accounting: Xero, MYOB, QuickBooks Online — assign logins with appropriate access levels
# Communication: Slack (day-to-day messaging), Zoom or MS Teams (video calls, screen sharing)
# File Sharing & Docs: Google Drive, OneDrive — set up structured folders for clients, SOPs, templates
# Password Management: LastPass, 1Password — share credentials securely without compromising data integrity
# Training & SOPs: Loom (video walkthroughs), Google Docs, Notion — create a knowledge base for reuse

What to Give Them Access To

1. A Clear Onboarding Checklist
   Break the process down into a step-by-step checklist so your new hire knows exactly what to do in their first few days.
   Include:
   • Tools to install and log into
   • Key team members to meet
   • First week tasks and deliverables
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2. Training Materials and Examples
   Provide real (but anonymised) examples of client files, completed reconciliations, or prior BAS submissions.
   Record screen-share tutorials walking through key workflows like:
   • How to code expenses in Xero
   • Monthly close process
   • Generating a P&L or balance sheet report
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3. Weekly Goals and Reporting Templates
   Give them clear expectations on what “success” looks like each week. Use templates such as:
   • Weekly task tracker (Google Sheets or Notion)
   • End-of-week summary email format
   • KPI dashboard (e.g. jobs completed, turnaround time, error rate)

‍Pro Tip: Assign a Local Point of Contact

Designate someone in your local team to be their main contact during onboarding. This person should:

• Be available for daily stand-ups or check-ins
• Answer clarifying questions
• Offer feedback on submitted tasks
• Help them integrate into your firm’s culture and expectations

Don’t Forget: Data Security & Compliance

Ensure that any offshore employee:

• Works within your chosen secure cloud ecosystem
• Follows AU compliance protocols (e.g. not downloading data to local devices)
• Has signed NDAs or confidentiality agreements
• Is familiar with your data handling policies (especially for client tax or payroll records)

📌 Bonus Tip: Use onboarding as an opportunity to build a long-term relationship — small gestures like sending a welcome email, introducing them to the wider team on Slack, or scheduling a casual coffee chat via Zoom can go a long way in building loyalty and productivity.

Step 9: Step 8: Define KPIs and Review Regularly

Clarity and consistency are key to long-term offshore success.

Once your offshore accountant or bookkeeper is onboarded and settled into their role, the next critical step is to establish measurable performance indicators. This ensures expectations are aligned, productivity is maintained, and quality doesn’t slip over time — even when working remotely.

Why Set KPIs?

Key Performance Indicators (KPIs) help both you and your offshore employee understand:

• What success looks like
• Which tasks are most business-critical
• How performance will be measured over time

They also form the basis for ongoing reviews, coaching, and rewards — which are essential for retention and motivation.

Sample KPIs for Offshore Accounting Staff

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How to Review Performance Effectively

1. Hold Weekly or Fortnightly Check-Ins
   Use short structured video calls (15–30 mins) to:
   • Review completed work
   • Address bottlenecks or questions
   • Celebrate wins or improvements
   • Re-align on priorities for the upcoming week
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2. Use a Shared KPI Dashboard
   Track performance using a simple spreadsheet or a project management tool (e.g. ClickUp, Asana). Make it visible to both you and the offshore team member.
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3. Offer Constructive Feedback
   Instead of only highlighting issues, provide context and offer suggestions for improvement. e.g.
   “We noticed some delays in the month-end reports. Is there a particular blocker or tool you need help with?”
   ‍
4. Review Monthly or Quarterly
   Schedule formal performance reviews every 1–3 months to discuss overall progress, goals, and professional development.

Pro Tip: Link KPIs to Incentives

Consider offering bonuses or rewards based on accuracy, timeliness, or consistent performance. Even small gestures like public recognition or a thank-you note can build goodwill and loyalty.

📌 Remember: Offshore employees are still part of your team — not just a cost-saving measure. Regular reviews, goal alignment, and two-way feedback help them stay engaged and deliver real value to your business.

Final Thoughts: Offshore the Smart Way

Hiring offshore employees for your accounting firm isn’t about cutting corners — it’s about building smarter, scalable teams that allow you to:

• Take on more clients without burning out your local staff
• Offer more services (e.g. outsourced CFO, real-time reporting)
• Stay cost-effective and competitive
• Focus your local team on value-added work and client relationships

Looking to Start Fast?

Remote Office connects Australian accounting firms with pre-vetted, experienced offshore professionals — available full-time or part-time, aligned to your time zone, and backed by a local support team.

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