Why Accounts Payable Outsourcing is More Attractive than Hiring an In-House Team

When it comes to managing your company’s finances, one of the critical areas you need to consider is accounts payable. It’s the process of tracking and managing the money you owe to suppliers, vendors, and creditors. Proper accounts payable management is crucial for maintaining good relationships with your business partners and ensuring the smooth flow of operations.

Now, you have a decision to make. Should you handle your accounts payable in-house, or should you consider outsourcing this task to a specialized service provider? It’s a question that many businesses grapple with, and there are pros and cons to both approaches. In this blog, we’re going to focus on one specific aspect: cost. Is accounts payable outsourcing cheaper than hiring an in-house team? Let’s dive in and find out.

Let’s start by looking at the expenses associated with handling accounts payable internally. When you opt for an in-house accounts payable team, you’re essentially hiring employees to manage this aspect of your business. Here are some of the costs you’ll incur:

• Salaries and Benefits: You’ll need to pay competitive salaries to attract and retain skilled accounts payable professionals. In addition to salaries, there are benefits such as health insurance, retirement plans, and paid time off to consider.
• Training and Development: As with any employee, you’ll need to invest in training and development to ensure your team stays up-to-date with industry standards and best practices.
• Office Space and Equipment: Your in-house team will require office space, desks, computers, and other equipment. This incurs additional costs in terms of rent, utilities, and maintenance.
• Software and Technology: Accounts payable teams rely on specialized software and technology to streamline their processes. Purchasing and maintaining this software can be a significant expense.
• Turnover Costs: Employee turnover is a reality in any business. When an accounts payable team member leaves, you’ll need to spend time and resources on recruiting, hiring, and training a replacement.
• Errors and Late Payments: In-house teams are not immune to errors, and these errors can result in late payments, which may incur penalties and damage supplier relationships.
• Scalability Challenges: If your business experiences fluctuations in the volume of invoices to process, you may face challenges in scaling your in-house team up or down to meet demand.

Now, let’s shift our focus to outsourcing accounts payable. When you choose to outsource this function, you’re partnering with a specialized service provider to handle your accounts payable processes. Here are the cost considerations for outsourcing:

• Service Fees: Outsourcing accounts payable involves paying service fees to the outsourcing provider. These fees can be structured in various ways, such as per transaction or on a monthly basis.
• No Employee-Related Costs: When you opt for business process outsourcing, you get many benefits. You eliminate the need to hire, train, and provide benefits to in-house employees. This means you don’t have to worry about salaries, benefits, or turnover costs.
• Reduced Office Costs: The accounts payable outsourcing provider operates independently. So, you won’t need to allocate office space or invest in equipment and technology for an in-house team.
• Access to Expertise: Business process outsourcing providers specialize in accounts payable. Hence, they often have teams of experienced professionals who understand the intricacies of the process.
• Scalability: Outsourced accounting services allow you to scale your accounts payable processes easily. Whether you have a surge in invoices to process or need to scale down during quieter periods, the outsourcing provider can adapt to your needs.
• Error Reduction: Reputable accounts payable outsourcing providers have rigorous quality control processes in place. This helps to minimize errors and ensure accuracy in your accounts payable.
• Time Savings: By entrusting accounts payable to experts, you and your in-house team can focus on core business activities. This can lead to potential revenue growth. 

Now that we’ve examined the cost components of both in-house accounts payable and accounts payable outsourcing, you may be wondering which option is cheaper. The answer depends on several factors specific to your business. This includes its size, industry, and volume of invoices to process. Here are some key considerations to help you make an informed decision:

• Scale and Volume: If your business deals with a high volume of invoices, outsourcing can be cost-effective due to the scalability and efficiency of outsourcing providers. Smaller businesses with lower invoice volumes may find it more cost-effective to handle accounts payable in-house.
• Specialized Expertise: Accounts payable outsourcing providers bring specialized expertise to the table. Your in-house team lacks the depth of knowledge and experience needed. In that case, business process outsourcing can lead to cost savings by reducing errors and streamlining processes.
• Flexibility: Consider whether your business experiences fluctuations in accounts payable workload. Outsourcing allows you to flexibly adjust your support based on your needs. As a result, you can expect cost savings during slower periods.
• Error Rates: Calculate the cost of errors in accounts payable. Your in-house errors result in late payments, penalties, or damage to supplier relationships. On the other hand, outsourcing may be a cost-effective solution to minimize these issues.
• Overhead Costs: Evaluate the overhead costs associated with maintaining an in-house team, including office space, equipment, and software. Accounts payable outsourcing eliminates these overhead expenses.
• Opportunity Cost: Consider the opportunity cost of having your in-house team focus on accounts payable instead of revenue-generating activities. An accounts payable service provider can free up your team’s time to concentrate on core business functions.

The decision between in-house accounts payable and outsourcing should align with your business’s unique needs, objectives, and financial considerations. Many businesses find that outsourcing accounts payable provides cost savings, increased efficiency, and access to expertise, making it a viable and valuable option. 

Now that we’ve explored the cost considerations of outsourcing accounts payable, it’s time to know how ARDEM can help you. ARDEM, as a trusted business process outsourcing partner, can help your business achieve its accounts payable goals. Let’s dive into how ARDEM’s expertise and tailored solutions can make a difference:

1. Precision and Accuracy

At ARDEM, precision is our middle name. We understand that accuracy is non-negotiable when it comes to your accounts payable processes. Our dedicated team of professionals is well-versed in handling accounts payable outsourcing tasks with meticulous attention to detail. We ensure that every invoice is accurately processed. Thus, we help reduce the risk of errors, late payments, and costly penalties.

2. Speed and Efficiency

In the fast-paced business world, time is money. With ARDEM as your accounts payable service provider, you won’t be waiting around for invoices to be processed. We take pride in our speed and efficiency, ensuring that your accounts payable tasks are completed promptly and without delays. This means you can pay your suppliers on time and maintain strong supplier relationships. 

3. Cost-Efficiency

One of the key advantages of choosing  ARDEM for accounts payable outsourcing is cost-effectiveness. By partnering with us, you eliminate the need to hire and manage an in-house team. Thus, you can save on salaries, benefits, and office-related expenses. Besides, our competitive service fees are structured to provide you with a cost-effective solution that aligns with your budget.

4. Scalability

Your business isn’t static, and neither are your accounts payable needs. ARDEM understands the importance of scalability. Whether your invoice volumes fluctuate seasonally or due to business growth, we can seamlessly adjust our support to meet your changing requirements. You won’t have to worry about overwhelming workloads or resource shortages during peak periods.

5. Industry Expertise

Accounts payable requirements can vary significantly across industries. ARDEM’s industry versatility ensures that we can adapt to the specific needs and nuances of your business sector.  Our team has the expertise to support you effectively in any industry. So, whether you operate in healthcare, retail, or manufacturing, you won’t need to worry about your outsourced accounting services with ARDEM. 

6. Advanced Technology

In the digital age, technology plays a pivotal role in accounts payable processes. ARDEM harnesses the power of cutting-edge technology and software to streamline your accounts payable workflows. We ensure that our technology is up-to-date, compatible, and aligned with your organization’s goals. This results in enhanced efficiency and accuracy.

7. Data Security

Your financial information is of utmost importance, and we treat it as such. ARDEM places a strong emphasis on data security. We have stringent measures in place to safeguard your sensitive financial data and maintain confidentiality. You can trust us to handle your accounts payable with the highest level of security and professionalism. 

8. Focus on Core Activities

With your outsourced accounts payable with ARDEM, you free up your in-house team to concentrate on what truly matters. So, you can focus on growing your business, serving your customers, and pursuing strategic initiatives. With the burden of accounts payable tasks lifted, your team can redirect their efforts toward revenue-generating activities. 

Accounts payable is a critical function that directly impacts your business’s financial health and supplier relationships. Accounts payable outsourcing involves various considerations. ARDEM offers a compelling solution that combines precision, efficiency, cost-effectiveness, and industry expertise. 

Partnering with ARDEM allows you to streamline your accounts payable processes. So, you can reduce operational costs and gain access to a team of professionals dedicated to your success. With our tailored accounts payable outsourcing solutions and commitment to excellence, ARDEM is your trusted partner in achieving your accounts payable goals. Experience outsourced accounts payable services with ARDEM and unlock the potential for growth and efficiency in your financial operations. For more information, please reach out to us at ARDEM.