It was Friday at 4 p.m., and one of the firm’s best CPAs was coding vendor invoices.
Not reviewing them. Not advising on them. Coding them one line at a time because the accounts payable work had piled up and nobody else had reached it.
Down the hall, a client’s accounts receivable had drifted past 70 days because chasing payments was everyone’s responsibility and therefore no one’s.
Both problems were important. Both were also consuming people whose time was worth far more than the work they were doing.
That is what makes accounts payable and accounts receivable suitable for outsourcing. They are necessary, high-volume processes, but most steps do not require a CPA. The processing can move to a trained external team while the firm retains approval, payment authority, professional judgment, and control of client relationships.
SafeBooks Global appears in this comparison, and this article is published on the SafeBooks website. We have disclosed that relationship and applied the same evaluation factors and watch-outs to every provider.
What Do Outsourced AP and AR Services Cover?
Outsourced accounts payable is when an external team handles invoice capture, GL coding, approval routing, and vendor reconciliation, while the firm keeps payment approval. Outsourced accounts receivable is when an external team handles invoicing, cash application, and collections, while the firm keeps the customer relationship.
Although AP and AR are often grouped, they serve different purposes and require different controls.
Process | Common outsourced tasks | Control retained by the firm |
Accounts payable | Invoice capture, data entry, GL coding, duplicate checks, approval routing, vendor reconciliation, payment preparation, and AP aging | Vendor approval, payment authorization, bank access, exceptions, and final release |
Accounts receivable | Invoice generation, payment tracking, cash application, aging reports, reminders, collections support, and account reconciliation | Credit decisions, dispute resolution, relationship-sensitive communication, adjustments, and write-offs |
AP manages cash going out. AR manages cash coming in and often touches the customer relationship directly. A provider should demonstrate separate procedures and controls for each cycle.
Why Should Accounting Firms Outsource AP and AR?
AP and AR are high-volume, repeatable, and largely rule-based. That makes them a poor use of senior accounting time and a practical candidate for external support.
Outsourcing can help firms:
- Remove invoice processing from senior staff
- Maintain more consistent vendor reconciliations
- Route approvals without losing control
- Keep AR aging visible
- Follow up on overdue invoices consistently
- Expand client accounting services without adding local headcount
- Support seasonal or growing transaction volume
- Reduce backlogs before month-end close
This applies to the accounting firm’s own books and to AP and AR services managed for clients.
The purpose is not to remove the firm from the process. It is to move the processing while retaining review, approval, and judgment.
What Should You Look for in an AP and AR Provider?
The strongest providers combine automation with trained accounting professionals.
OCR and AI can capture invoice data, identify duplicates, and route routine transactions. People are still needed to apply coding rules, investigate exceptions, reconcile accounts, communicate appropriately, and resolve missing or inconsistent information.
Evaluate AP AR outsourcing companies on:
- CPA-firm and US accounting experience
- AP and AR workflow depth
- Staff continuity
- Accounting software fluency
- Invoice-capture and automation capabilities
- Maker-checker review
- Segregation of duties
- Dual-approval options
- Audit trails
- White-label confidentiality
- Current security documentation
- Pricing and exit terms
Certification claims should be supported with current documents showing the entity, systems, locations, and period covered.
Who Are the 10 Best Outsourced AP and AR Providers for Accounting Firms?
The leading providers relevant to US CPA and accounting firms include SafeBooks Global, QX Global Group, Personiv, Auxis, Aone Outsourcing Solutions, Maxim Liberty, Madras Accountancy, Outbooks, Datamatics Business Solutions, and MYCPE ONE.
Provider | Model | AP and AR strength | Best for | Security information to confirm |
SafeBooks Global | Dedicated and white-label support | AP, AR, reconciliations, aging, payroll, and back-office workflows | Firms wanting embedded support under their controls | Current reports, scope, systems, and delivery locations |
QX Global Group | Managed outsourcing and staffing | Broad finance and accounting processing | Firms requiring scale across several workflows | Current certifications and engagement scope |
Personiv | Dedicated finance and accounting teams | Procure-to-pay and order-to-cash support | Firms or businesses beginning with a small team | Current reports and delivery coverage |
Auxis | Automation-led managed services | AP transformation, procure-to-pay, and order-to-cash | Larger organizations seeking process redesign | Current certifications, locations, and systems |
Aone Outsourcing Solutions | Offshore accounting support | Invoice processing, vendor management, reconciliations, and reporting | Small and mid-sized firms | Current security evidence and review controls |
Maxim Liberty | Outsourced bookkeeping and accounting support | AP, AR, reconciliations, and recurring bookkeeping | CPA firms wanting white-label support | Current security documentation and access controls |
Madras Accountancy | Offshore accounting support | AP and AR processing with flexible engagement options | Firms needing variable support | Current US coverage and security documentation |
Outbooks | Outsourced and technology-supported accounting | AR management and automation-supported processing | Firms prioritizing technology-supported delivery | Current automation, security, and team-review scope |
Datamatics Business Solutions | Managed finance and accounting outsourcing | Procure-to-pay and order-to-cash | Mid-market firms requiring end-to-end cycle support | Current reports, certificates, and delivery scope |
MYCPE ONE | Dedicated offshore staffing | AP specialists and wider accounting support | CPA firms wanting assigned offshore staff | Current certifications and staffing controls |
1. SafeBooks Global
SafeBooks provides dedicated, white-label AP and AR support for CPA and accounting firms. Its teams can process invoices, maintain payable and receivable ledgers, prepare aging reports, reconcile vendor and customer accounts, track missing information, and work within the firm’s existing software and procedures.
Watch-out: The dedicated-team model is best suited to recurring volume and documented workflows. Firms needing occasional one-off invoice processing should confirm that the engagement structure fits.
2. QX Global Group
QX provides AP and AR within a broader finance and accounting outsourcing portfolio. Its scale may suit firms moving several connected workflows.
Watch-out: Confirm whether the proposal provides dedicated staff, shared resources, or a managed process and who owns each control point.
3. Personiv
Personiv provides finance and accounting outsourcing across procure-to-pay, order-to-cash, and related processes, with teams that can begin at a smaller scale.
Watch-out: Its services also support businesses directly. CPA firms should confirm white-label delivery and multi-client workflow experience.
4. Auxis
Auxis provides automation-led AP and AR services, including process redesign, segregation of duties, invoice automation, and end-to-end cycle support.
Watch-out: Its managed-transformation model is more naturally suited to larger organizations than small firms seeking one additional AP specialist.
5. Aone Outsourcing Solutions
Aone supports invoice processing, approval workflows, vendor management, payment scheduling, AP reconciliation, aging, and reporting.
Watch-out: Firms outsourcing both AP and AR should test the proposed team’s depth in each cycle rather than treating them as one service.
6. Maxim Liberty
Maxim Liberty provides outsourced bookkeeping, AP, AR, payroll, reconciliations, and wider accounting support for businesses and CPA firms.
Watch-out: Confirm how approval access, client communication, and white-label boundaries will operate for your engagement.
7. Madras Accountancy
Madras Accountancy provides offshore accounting support that can include AP and AR processing through flexible delivery arrangements.
Watch-out: Verify current pricing options, security documentation, US CPA-firm experience, and the qualifications of the proposed team.
8. Outbooks
Outbooks provides accounting outsourcing and accounts receivable support using trained teams and technology-enabled processes.
Watch-out: Firms seeking automation-forward delivery should confirm which steps are automated and which still require manual review.
9. Datamatics Business Solutions
Datamatics provides broader finance and accounting outsourcing across procure-to-pay and order-to-cash processes.
Watch-out: Its end-to-end managed model may be more than a smaller CPA practice needs. Confirm minimum scope and implementation requirements.
10. MYCPE ONE
MYCPE ONE provides offshore staffing for CPA and accounting firms, including dedicated accounts payable specialists and wider accounting roles.
Watch-out: Clarify whether the engagement provides staffing or a managed AP and AR outcome, since responsibility for supervision differs.
Does Outsourcing AP Mean Losing Payment Control?
No, when the workflow is structured correctly.
The provider can receive invoices, check documentation, apply coding, reconcile vendor statements, route approvals, and prepare payment batches. The firm should retain authority to approve vendors, release payments, change bank details, and resolve exceptions.
A controlled process should include:
- Separation between invoice preparation and payment approval
- Dual approval above defined limits
- Restricted bank and software permissions
- Independent verification of vendor-detail changes
- Documented exception procedures
- Time-stamped approval and payment logs
- Regular review of user access
The provider processes the payable. The firm decides whether the money moves.
Which AP and AR Outsourcing Model Fits Your Firm?
Model | Best fit | Main advantage | Main consideration |
Per-invoice | Variable or lower volume | Costs follow transaction volume | Team continuity may be limited |
Dedicated team | Steady recurring volume | Consistent staff and client knowledge | Requires planned capacity and onboarding |
Automation-led | High routine invoice volume | Faster capture and routing | Exceptions still need trained people |
Managed service | End-to-end process ownership | Defined output and accountability | Requires clear governance and implementation |
Compare the full cost, including software, onboarding, review, management, automation fees, and minimum commitments. A low processing rate is not valuable if exceptions, reconciliations, or first-level review cost extra.
Move the Processing, Keep the Control
AP and AR can quietly consume expensive hours while slow processes weaken cash-flow visibility.
The answer is not to remove firm oversight. It is to move invoice processing, coding, reconciliation, cash application, and routine follow-up to a team built for that work while keeping payment approval and relationship-sensitive judgment in-house.
Start with one cycle. Document the controls. Run a controlled pilot. Measure accuracy, turnaround, exceptions, aging, review time, and communication before expanding.
If SafeBooks is on your shortlist, contact our back-office support team to review the proposed staff, approval workflow, access controls, and division of responsibilities.
