DISCOVERY CALL
DISCOVERY CALL

Guide for Accountants

A Guide for Accountants
Including Case Studies

Guide for Accountants

Managed Resource Model vs Offshore Recruiter

Tax Accountants

Bookkeepers

SMSF Support

Client Case Studies

From the Directors

Drawing on over 20 years of experience in the Outsourcing and Offshoring Industry, we started CountHQ to offer something different, a hands-on managed service focusing on the Australian Accounting Industry only.
Our approach has resonated and after a short few years we have developed offshore teams for over 60 high performing firms across the country, including those in list of the Top 100 Accounting Firms published by the Australian Financial Review yearly.
In traditional outsourcing and offshoring models the risk in hiring, staff turnover and training is unfairly passed onto the Australian Accounting Firm. We don’t think this is right.
We believe in a relationship approach where we view the implementation and outcome of each project as a shared opportunity for success.
Our Management Structures and Support Networks ensure our team members grow and learn in a more supportive and natural environment and identify as part of CountHQ and the Australian Accounting Firm. This means the team is quicker to get billable work out the door and stay engaged and retained for longer.
Accounting Firms tell us daily that the traditional recruiter model they have experienced simply does not work long term for them. Guided by this, we strive to improve what we do and how we do it every single day.
We invite you to come on a journey with us and build a team that will sustain outcomes for your firm for many years to come.

The CountHQ Difference

Why our clients prefer CountHQ for their Outsourcing Projects and Offshore Staffing Solutions

We’re Accountants, Not Recruiters

We're interested in workflow, processes, and workpapers

Internal Management Structures

Our team are part of internal management structures, and part of an organisational culture

Efficient Onboarding (Speed)

We hire and train ahead of time, and give conclusive commencement dates

Solution Oriented

We're not recruiters. We implement solutions for our clients and share responsibility for the outcomes

Shared Responsibility

We partner with our clients at the process level, and ensure our clients spend less time training and onboarding

Scalability and Succession Planning

We onboard knowledge and processes at the Management level, reducing any hiring and turnover risks while improving scalability

What We Offer

Disciplines we specialise in

Bookkeeping

Regular bookkeeping; month-end reconciliations; accounts payable; payroll and more

BAS

Quarterly close off and BAS workpaper preparation

Tax Return Preparation

Individual / Sole Trader / Company / Trust / Partnership

Self Managed Superannuation Funds

Administration; tax return preparation and finalisation

Administration

General practice administration and virtual assistance

Typical Process

What you can expect initially

01

Introductory Call

  • We'll discuss the kinds of services you may need assistance with
  • We'll discuss your tech stack, including workpapers
  • We'll explore if CountHQ may be a fit with your firm

02

Workflow Call

  • We'll look at the core tasks in more detail, and include a relevant Division Head from our team
  • We'll discuss volumes and expectations

03

Proposal

  • We'll propose a solution, after reviewing our capacity against the core tasks identified during the Introductory and Workflow calls
  • The proposal will include an implementation plan and timeline

04

Rolling Implementation Calls

  • We'll set up recurring calls with relevant Division Heads to ensure a streamlined, outcome focused onboarding

Case Study 1

East Melbourne Accounting Firm The Firm
East Melbourne Accounting Firm founded over 40 years ago partners with CountHQ for better client outcomes

AT A GLANCE

Outcomes

Reduced costs by 50%, when compared to hiring internally

4.5 years of continued, uninterrupted service

Consistently scaling the solution to better fit prevailing conditions

OBJECTIVES

Our client is a two-partner firm, who employs 12 people on-site in East Melbourne.

THE SOLUTION

  • 2 Managed Full-Time Tax Resources
  • Managed Review Process
  • 1 Part-Time Bookkeping / BAS Resource
  • 1 Part-Time Administration Resource

SYSTEMS

  • Xero Practice Manager
  • Xero Tax
  • Xero Workpapers with a Custom PDF Review Pack

THE JOURNEY

Our client engaged CountHQ during a period where capacity constraints left them behind on their lodgement program.
Starting with a Part-Time Bookkeeping Support Resource, and a Full-Time Tax Resource, the client has consistently continued to meet delivery needs by slowly expanding their capacity with CountHQ.
With our client, we have created flexible and scalable procedures in the Tax Solution, including internal processor / reviewer procedures; job ononboarding and WIP reporting; and budget control.
This has assisted our client in guaranteeing their workflow and delivery capacity.

Previous Outsourcing Experiencs (Prior to CountHQ)

  • Had a poor experience with the Direct Offshore Recruitment model
  • Had experience with an Ad-Hoc delivery model in Tax
We consider CountHQ as partners of our firm, and a trusted advisor.
Managing Partner

The Detail is in the Process

BOOKKEEPING/BAS

  • The Resource handles 7 weekly bookkeeping clients, including bill entry and payroll
  • Monthly reconciliations for all clients allocated (this reduces BAS time burden)
  • We assist clients on Xero; MYOB and Quickbooks
  • Client query preparation is done via a template we developed, which separates Accountant Queries from Client Queries
  • During BAS preparation, we reconcile the Balance Sheet and conduct a GL Review. This reduces burden at the Tax Return finalisation stage

ADMINISTRATION

  • The Resource works between the Tax and Bookkeeping / BAS Solutions
  • Primarily focused on WIP Reporting; Workflow Management; and Out for Signature processes
  • Issues weekly Reports out of XPM, outlining various job stages for Tax and Bookkeeping / BAS. This is the catalyst for our Weekly Workflow call
  • Manages client signature processes

TAX

  • Jobs are handed over via an email, with a link to the XPM Job, and any relevant Financial Year notes
  • The Team issues 1st stage queries; often a mix between Accountant (confirmation queries), and Client (missing source docs; confirmation of prior year changes)
  • Once resolved, a set of Final Workpapers forms part of a Review Pack and is sent for review to our internal review
  • As our client engages for Review Support, initial knockbaks and notes in relation to finalisation are first shared internally
  • A final Review Pack is sent for Client review. At this point the job is finalised
We consider CountHQ as partners of our firm. Over the years, throughout Covid and staffing availability constraints, CountHQ has been the one constant.
We’ve referred other Accountants from our network to Alex, Ben, Vinkal and their team.
Their approach of taking shared responsibility for outcomes is greatly appreciated, as is their honesty and transparency in anything related to workflow and processes.
Managing Partner

Case Study 2

Northern Beaches Accounting Firm
Northern Beaches Accounting Firm partners with CountHQ to increase capacity in their Tax, Bookkeeping and SMSF divisions.

AT A GLANCE

Outcomes

Our client achieved cost reductions of over 40%

Onboarding complete after 2 weeks

Scalability achieved across multiple divisions

THE CLIENT

Our client is a member firm of a National Accounting Group with 3 Partners, and 24 team members in Australia

THE SOLUTION

  • 2 Managed Full-Time Tax Resources
  • Managed Review Process
  • 1 Managed Full-Time Bookkeeping & BAS Resource
  • 195 SMSF's, completed on an ad-hoc basis

SYSTEMS

  • Karbon
  • Xero Tax
  • SmartWorkpapers (Business Fitness)
  • HowNow
  • Class Super

THE JOURNEY

Our client was struggling to find capacity due to a tightening of the employment market.
We were able to build an implement a cross-divisional support solution, within 4 weeks of meeting.
We fit in with their existing workflow to ensure continuity of their internal processes across Bookkeeping / BAS, Tax and SMSF.
As our client faced staff turnover on-shore, they gradually scaled the CountHQ offering across all divisions.
We’ve recently collaborated on Bookkeeping Projects for some of their clients who required Accounts Function support.

Previous Outsourcing Experiencs (Prior to CountHQ)

  • Had used an Offshore Staffing provider to engage 2 offshore bookkeepers
We see CountHQ as an extension of our team. They’re an important part of our capacity planning
Partner

The Detail is in the Process

TAX

  • Jobs are handed over via an email, with a link to the Client File in Karbon, and a link to HowNow for relevant source information Job
  • The Team issues 1st stage queries; segregated into Accountant (confirmation queries) and Client Queries
  • Once resolved, a set of Final Workpapers forms part of a Review Pack and is sent for internal
  • Final Workpapers are sent to the relevant Job Manager identified by our client
  • Weekly workflow calls between Job Managers and the CountHQ team plans capacity, and discussed opportunities to streamline the process

SMSF

  • Our client outsources the Administration and Tax Return Preparation process for 195 SMSF's
  • A job is handed over changing the status in a Custom Dashboard we developed, with a link to relevant client source information in HowNow
  • The team then processes the Fund in Class Super (note we also use BGL), and issues 1st stage queries (missing client information), before sharing our custom hyperlinked Workpapers for Final Review
  • We commit to 0 technical knockbacks in SMSF, and turnaround times within 6 business days (client info reliant). We achieved this in the 2022 FY

BOOKKEEPING/BAS

  • The Team handles a portfolio of approximately 45 clients
  • This includes a portfolio of 'live' clients, in which Accounts Payable and Payroll are regular tasks
  • Monthly Reconciliations, and Quarterly BAS' complete the body of work
  • Karbon is used to Manage Workflow and collaborate with our Clients' Australian team. With visibility over client emails the team is able to action work items without prompt
  • Microsoft Teams is used for general workflow discussions, via a Bookkeeping Channel, which the relevant Team Leader, and Resource have access to
We found ourselves in a spot of bother capacity wise, specifically in Tax and SMSF.
After completing some Trial Jobs to define processes, we asked CountHQ to propose an overall solution aimed increasing our capacity based on the talent we already have in Australia.
The cross-divisional approach was the best way for us to leverage the capacity we did have onshore.
Partner

Case Study 3

Geelong Bookkeeping & Accounting Firm
Geelong Bookkeeping & Accounting Firm secures their delivery of their Bookkeeping Function with CountHQ.

AT A GLANCE

Outcomes

Savings of over $45,000 p.a as compared to internal hires

2 years of continued, uninterrupted service

Scaled from 1.5 FTE's to 2 FTE's matching new client growth

THE CLIENT

Our client is an advisory focused Accountant with 2 onshore team members. offering end-to-end solutions focused around monthly bookkeeping

THE SOLUTION

  • 2 Managed Full-Time Bookkeeping & BAS Resources
  • Onboarded by the continuing Team Leader in conjunction with the Onboarding Team

SYSTEMS

  • Karbon
  • Xero
  • Excel Month-End Workpapers
  • Excel BAS Workpapers

THE JOURNEY

Our client replaced another Outsourcing Company with CountHQ after constant team changes and staff turnover led to re-training and sunk costs.
Commencing with 1.5 FTE Bookkeeping & BAS Resources, our client has since scaled to 2 FTE’s, to support continued growth.
Our client chose CountHQ to gain the benefits of our Managed Resource Model, namely our Onboarding and Management Oversight in the form of a Team Leader, who remains responsible for delivery. This removed the risk of staff turnover leading to a requirement for re-training.
In the future, we hope to collaborate on some larger Bookkeeping clients (those with their own Accounts and Finance Function) in a Bookkeeper / VirtualCFO

Previous Outsourcing Experiencs (Prior to CountHQ)

  • Used another provider for 4 years before seeking a more reliable and transparent partner
The internal management structure at CountHQ gives robustness to our Bookkeeping Function
Owner / Director

The Detail is in the Process

BOOKKEEPING/BAS

  • The Team handles 7 weekly bookkeeping clients, including bill entry and payroll, as well as a large portfolio of Monthly clients
  • Monthly Workpapers (in Excel) underpin a monthly close process that ensures accurate books year-round
  • BAS Workpapers are completed in Excel. The BAS Process includes management of Fixed Assets; Balance Sheet reconciliation; and GL Review
  • Karbon is used to Manage Workflow and collaborate with our Clients' Australian team. With visibility over client emails the team is able to action work items without prompt
  • The Team Leader assigned to this client uses Karbon to manage upcoming tasks, and is able to form a complete understanding of the Workflow at all times
  • The Quarterly Compilation pack is prepared based off templates. This is the final checklist item for Quarterly BAS
Having Outsourced the Bookkeeping in my firm for many years, we’re happy to have found a stable solution in CountHQ.
Prior experiences were too resource centric, leaving me with the full responsibility of re-training the resources. After going through this process 3 times I looked for another solution.
The internal management structure at CountHQ gives robustness to our Bookkeeping Function.
Owner / Director