Client Snapshot
Industry:
CPA Firm (Bookkeeping, Taxation, Consultancy)
Location:
Pennsylvania, USA
Client Base:
Small-to-medium enterprises across IT, hospitality, and retail
Software:
QuickBooks and Peachtree
Service Scope:
Invoice processing, vendor reconciliation, bank reconciliation (trial phase)
Key Highlights
Cost Savings:
~40% savings in invoice processing and reconciliations (trial phase)
Quality Controls:
Dedicated QC plus double data entry for critical invoices
Security Model:
Remote processing with 128-bit SSL encrypted access
Delivery:
Met deadlines for individual processes during the trial
Client Background
The client is a mid-sized U.S. CPA firm providing bookkeeping, taxation, and consulting to small and medium enterprises across multiple industries. Since the firm had never outsourced bookkeeping before, quality and data security were primary concerns. At the same time, the diversity of end-clients required the offshore team to adapt quickly to different invoicing formats and accounting needs, including inventory tracking and progressive invoicing workflows.
OHI partnered with the firm to run a controlled trial focused on invoice processing and reconciliations using a security-first operating model and quality-controlled processing.
Business Challenge
First-time outsourcing raised quality and data security concerns, while industry diversity required fast learning across invoicing and accounting workflows.
First-Time Outsourcing Risk (Quality)
The client needed confidence that offshore processing would maintain consistent accuracy.
First-Time Outsourcing Risk (Data Security)
Strong data protection was required to safeguard sensitive client accounting information.
Multi-Industry Complexity
Different end-clients used different invoicing formats and accounting methods across industries.
Specialized Workflow Requirements
Some clients required inventory tracking (spare parts), while others required progressive invoicing for contractual jobs.
To scale bookkeeping support safely, the engagement required a secure access model, disciplined QC, and repeatable processing methods that could handle varied end-client workflows without compromising deadlines.
OHI's Approach & Solution
Security-First Implementation
- Addressed client questions on data security and quality and explained measures such as encrypted data transfer, firewalls, and regular backups.
- Used encrypted transfer technology similar to online credit card transaction security to reinforce credibility.
Quality Control and Accuracy Discipline
- Implemented dedicated quality control checks before final processing.
- Used double data entry (parallel processing) for critical invoices to improve accuracy.
Remote Trial Delivery Model
- Client uploaded scanned invoices, purchase orders, and bank statements to their server.
- OHI accessed the server through a 128-bit SSL encrypted connection, batch processed data in QuickBooks and uploaded the processed file back to update QuickBooks on the client server.
Results & Impact
| KPI | Before OHI | After OHI | Improvement |
|---|---|---|---|
| Processing Cost | Higher cost for invoice processing and reconciliations | Offshore trial execution with QC controls | ~40% savings (trial phase) |
| Deadline Performance | Delivery risk under peak workloads | Met process-level deadlines during trial | Reliable turnaround |
| Accuracy Controls | Quality concerns due to first-time outsourcing | QC review + double data entry for critical invoices | Improved confidence |
| Data Security | Security concerns due to offshore processing | 128-bit SSL encrypted remote access model | Secure delivery model |
Initial results confirmed the savings achieved during the trial phase, and the full project moved into implementation based on validated cost and delivery outcomes.
“OHI addressed our security and quality concerns early and delivered consistent results in the trial phase. The model gave us confidence to move forward with broader implementation.”
Partner
Pennsylvania-Based CPA Firm
Explore secure bookkeeping outsourcing without compromising quality
Start with a controlled trial for invoice processing and reconciliations, backed by encrypted access and structured QC.
