Nowadays, running a CPA firm is tougher than ever. Fast deadlines, increasing wages and a talent shortage mean many firms are struggling to remain profitable. And the pressure is higher for small CPA firms in the USA, competing with bigger companies on a small budget.
In this blog, we will explore the story of how a small growing CPA company reduced costs by 40% without compromising quality, through intelligent use of CPA outsourcing services. This firm expanded its client base, delivered faster and less stressed its internal team with assistance from The Fino Partners.
Here, we will discuss how it happened and what your firm can learn from it.
The Firm: A Growing CPA Practice in the Midwest
Our case study features a 12-person Ohio CPA company. The firm provided tax preparation and small business accounting. They developed a good name in their community over time but faced challenges like :
- The tax season triggers staff burnout.
- Difficulty hiring competent accountants.
- Rising salary & benefits expenses.
- Late filings & clients complaints.
They knew something had to change. They didn't want to expand their team internally, adding overhead and stress. Rather, they looked into CPA outsourced services in the USA to save money and flexibility.
The Challenges They Faced in Accounting
Below are the challenges they faced:
1. Seasonal Overload
Most of the firm's revenue came during the January-April tax season. At this point the team was overloaded and frequently worked evenings and weekends. Returns began showing mistakes and turnaround times were sluggish.
2. Limited Hiring Options
Hiring locally was tough. Qualified CPAs wanted high salaries, remote choices and complete benefits. The firm couldn't afford to hire full time staff for a few months.
3. Client Churn
Slow service along with occasional mistakes caused the firm to lose customers. Longtime clients were moving to bigger firms or online.
They needed a solution that wouldn't break the bank, so they called The Fino Partners to assist with CPA outsourcing solutions.
The Solution: Outsourcing Core Tasks with The Fino Partners
The Fino Partners examined which accounting functions could be safely and efficiently outsourced. The goal was to retain client trust, lower costs and also free up internal resources for high value responsibilities.
Outsourced tasks included:
- Tax preparation for people and small business owners
- Bookkeeping and monthly reconciliations.
- Processing payroll.
- Drafting of financial report.
- Data entry/admin work.
All outsourced staff had been trained on US tax law and familiar with well known software like Drake, Lacerte and QuickBooks. Communication was set up via Slack and weekly Zoom calls for transparency.
Timeline for Implementation
Month 1:
- Selected 2 external accountants from The Fino Partners.
- Ran trial tasks: 10 simple returns + tax prep.
- Quality & turnaround time evaluated.
Month 2:
- Expanded outsourcing to 40% of tax prep tasks.
- Complex cases & client communication, internal team focus.
Month 4-6:
- Full transition to regular filing of taxes and monthly bookkeeping.
- Weekly review meetings to document progress and client satisfaction.
Within six months the CPA firm had been providing CPA outsourcing for tax preparation on their premises.
Results: Cost Reduction and Growth
40% Cost Savings
By replacing full time seasonal hires with outsourced professionals the firm cut labor costs by more than 40%. They no longer paid for recruitment, training or expensive temporary staff.
Faster Turnaround Times
A worldwide team working in different time zones meant tax returns were usually ready overnight. The firm began delivering reports and returns quicker, increasing client satisfaction.
Happy In-House Team
Internal staff had more time for client strategy and complicated work. They no longer worked 70 hour weeks during tax season. Employee morale got better and burnout declined.
20% Client Growth
With enhanced capacity and quality, the company gained new clients through referrals. Their new ability to handle more work with fewer mistakes enhanced their reputation.
What Made It Work
This is what made it work for them:
1. Clear Communication
The firm conducted virtual check-ins with the outsourced team weekly. This kept everybody on the same page and ensured fast problem resolution.
2. Defined Scope of Work
Each outsourced task received step-by-step instructions. This prevented confusion and maintained quality.
3. Protection & Compliance
The Fino Partners utilized secure cloud platforms, encrypted file sharing & tight data access protocols. This gave the firm confidence that client data was protected.
4. Specialized Outsourcing for CPAs
Not all outsourcing firms understand CPA(Certified Public Accountant)methods. The Fino Partners offers CPA outsourcing solutions in the USA and it is thus a better fit compared to generic BPO businesses.
Why Other Small CPA Firms Should Listen
Outsourcing isn't just for large companies any longer. In fact, small CPA businesses in the USA can gain the most. You can:
- Reduce costs while enhancing service.
- Scale up during tax season without long-term hires.
- Stay competitive with large firms and online tax software.
Additionally, you get flexibility, only pay for what you use and lower burnout, mistakes, and employee turnover.
Questions Firms Should Ask Before Outsourcing
Ask these questions in case you're considering outsourcing:
- What tasks are consuming too much time from my team?
- Is my team burnt out in hectic seasons?
- Am I turning away because I can not keep up?
- Could outsourcing help me grow without spending too much?
In case you said yes to any of the above, it might be the time to follow the very same route this particular firm took.
This particular case study demonstrates that right CPA outsourced services can deliver substantial benefits. Regardless of whether you require assistance with CPA outsourcing for tax preparation, bookkeeping services or payroll, outsourcing could liberate your staff, improve accuracy and also help you save cash.
Related Resources
- What is a CPA Firm? Your 2025 Guide for Small Business Success
- How to Choose the Right Outsourcing Partner for Your CPA Firm
- Guide to Select From Top 10 CPA Firms in the US for Your Business in 2025
The Fino Partners has helped numerous CPA firms throughout the USA get these amazing results. With all the right systems, communication and expertise in place, outsourcing turns into a tool, not a risk.
If you are also a small USA CPA company struggling to keep up workloads and costs, think about outsourcing as your next strategic move. It worked for this firm and it could work for you as well.
