September 30, 2025

Whether you are a nonprofit organization, government contractor, or small business owner, your tech stack matters. An outsourced accountant can not only help you identify the best software for your organization, but also implement it effectively.

Let’s explore the key tools used in outsourced accounting, why they matter, and how they enable firms to provide the real-time insights businesses need to make smarter decisions.

Key Tools Used in Outsourced Accounting and Why They Matter

Accounting Software:

What It Is and How It Works

Accounting software helps record, organize, and manage an organization’s financial transactions. It helps maintain accurate, up-to-date records, enabling real-time collaboration between the client and an outsourced accounting firm. It automates tasks such as invoicing, bank reconciliation, bookkeeping, expense tracking, and financial reporting. Accounting software, if used properly, may eliminate the need for manual data entry, thereby minimizing the risk of errors.

What It Automates

  • Automated bank fees
  • Rules-based categorization
  • Recurring invoices and bills
  • Automated feeds from third-party applications

Why It Matters

  • Accessibility and collaboration: Outsourced teams can collaborate seamlessly with clients regardless of their geographic location. Both parties have access to financial information in real time.
  • Lower IT costs: As the clients are no longer required to maintain on-premises servers or software, their IT overhead costs are reduced.
  • Scalability: Can be scaled as your business grows without requiring infrastructure upgrades.
  • Access to real-time data: Since both clients and the outsourced firm can access data in real-time, they can paint an accurate picture of the firm’s financial health. Doing so enables clients to make informed decisions more quickly, and the outsourcing firm can offer proactive advice to the client.
  • Data protection and disaster recovery: Cloud-based accounting applications protect data through automatic cloud backups and offer strong encryption, including secure disaster recovery protocols. In the event of a natural disaster or local hardware failure, your financial information remains safe and can be quickly restored.

Software Examples

  • Sage Intacct
  • Quick Books Online
  • NetSuit

Payroll Software:

What It Is and How It Works

Payroll software helps manage salaries, employee benefits, generate pay stubs, withhold taxes, facilitate direct deposits, and comply with labor laws.

What It Automates

  • Automated pay stub and year-end tax forms
  • Automated payroll runs
  • Tax calculations and filing
  • Direct deposit processing

Why It Matters

  • Accuracy and compliance: Payroll software helps calculate payroll accurately, adhere to complex tax laws and regulations, and minimize the risk of incurring penalties. It is a must for organizations with employees in multiple states.
  • Enhance employee satisfaction: With a payroll solution, employers can make timely payments, and employees can easily access their pay stubs and tax documents.
  • Save time: It significantly reduces the time needed to calculate payroll and automates an incredibly repetitive and time-consuming process.
  • Scalability: Can be scaled easily with changes in employee strength and pay structures.

Software Examples

  • ADP Run
  • ADP Workforce Now
  • Paychex Flex
  • Rippling

Accounts Payable Software:

What It Is and How It Works

An accounts payable software automates and streamlines the process of receiving, processing, and paying supplier invoices for businesses. It aids in cash flow management by streamlining payments, enhancing accuracy, and enabling businesses to track cash flow and avoid late payments.

What It Automates

  • Payment scheduling
  • Automated invoice capture
  • Reconciliation
  • Approval workflows

Why It Matters

  • Improves efficiency: The accounts payable solution dramatically reduces the time spent on manual bill processing and payment.
  • Improved cash flow management: Supports timely payments and offers greater visibility into upcoming obligations.
  • Aids in compliance, fraud prevention, and control: Automated approval workflows and audit trails strengthen internal controls, helping to prevent fraud.
  • Centralizes vendor management: Consolidates vendor information by keeping all vendor data and payment history in one place.

Software Examples

  • Bill.com
  • Ramp
  • Rippling

Smart accounting starts with the right technology.

Outsourced accounting is powered by modern tools that simplify processes, cut costs, and deliver real-time insights. From payroll and accounts payable to financial planning and expense management, the right tech stack helps organizations stay accurate, compliant, and scalable.

At Rubino, we don’t just recommend software; we implement and manage it so you can focus on growth, not putting out fires. With us, you’ll gain clarity, eciency, and the insights you need to make smarter decisions.

Discover how Rubino can streamline your financial operations.

Financial Planning and Analysis Software:

What It Is and How It Works

Financial planning and analysis tools help businesses plan for short-term and long-term results. It is a must for modeling cash outcomes and selecting the best business decision. It can assist with data-driven insights for informed decision-making, enabling businesses to identify patterns, compare performance over time, and forecast future outcomes.

What It Automates

  • Projections
  • Real-time dashboard updates
  • Data aggregation
  • Report generation

Why It Matters

  • Supports strategic decision-making: Provides clear data to derive data-driven insights for informed decision-making on growth, resource allocation, and new market opportunities.
  • Enhanced financial insights: Converts raw financial data into actionable intelligence, helping businesses track profitability, cash flow, and key performance indicators (KPIs) more effectively.
  • Improved client advisory: Empowers outsourced accounting firms to deliver higher-value advisory services that help clients make data-driven business decisions.

Software Examples

  • Jirav
  • Datarails
  • Limeligh

Expense Management Software:

What It Is and How It Works

Expense management software helps businesses track, review, and control employee spending and business expenses. It helps save time, minimize errors, improve compliance, and offers real-time visibility to businesses as to where money is being spent.

What It Automates

  • Data extraction
  • Auto-sync expense reports to the accounting system
  • Automated receipt scanning
  • Policy enforcement

Why It Matters

  • Simplified expense reporting: Eliminates manual data entry and paper receipts, saving time and effort spent on expense management.
  • Real-time visibility: Provides up-to-date insights into where and how money is being spent in the firm.
  • Enhanced accuracy: Minimizes mistakes in data entry and categorization.
  • Audit readiness: Maintains a complete, digital audit trail of all expenses to support compliance.

Software Examples

  • Divvy (Bill Spend & Expense)
  • Ramp
  • Rippling

The tech behind outsourced accounting is essential for creating a smooth, efficient, and accurate financial management system. These tools enable businesses to reduce costs, enhance compliance, and deliver superior value to their clients in an increasingly complex business environment.

With Rubino, you can rest assured that with us on board, you’ll have one less fire to put out!

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