In-House vs. Outsourced Cost Calculator
Excel template with built-in formulas to calculate true costs of in-house accounting vs. outsourcing
Annual Cost Comparison Worksheet
Instructions
Fill in the blanks below to calculate your true accounting costs. Use actual numbers from your business or estimates if exact figures aren't available.
Option 1: In-House Full-Time Bookkeeper
| Cost Category | Annual Cost | Notes |
|---|---|---|
| Base Salary | $________ | Typical range: $45,000-$75,000 |
| Payroll Taxes (7.65%) | $________ | FICA + Medicare |
| Health Insurance | $________ | Average: $7,000-$12,000/year |
| 401(k) Match | $________ | Typically 3-6% of salary |
| PTO/Vacation (paid time off) | $________ | 2-3 weeks = 4-6% of salary |
| Training & Development | $________ | CPE, conferences, certifications |
| Recruiting Costs | $________ | Amortized over 3 years: $3,000-$8,000 |
| Software Licenses | $________ | QuickBooks, Xero, Excel, etc. |
| Office Space | $________ | Est. 100 sq ft @ $20-50/sq ft/year |
| Equipment (computer, phone, desk) | $________ | Amortized over 3 years: $1,500-$2,000/year |
| Turnover/Rehiring Risk | $________ | 15% annual turnover = 20% of salary |
| TOTAL IN-HOUSE COST | $________ | |
Option 2: Outsourced Bookkeeping (SynergyPro CPA)
| Cost Category | Annual Cost | Notes |
|---|---|---|
| Monthly Service Fee | $________ × 12 | Typical range: $1,500-$3,000/month |
| Setup/Onboarding (one-time) | $________ | Amortized over first year |
| Software Licenses | $________ | QuickBooks/Xero (you still need) |
| Management Time (oversight) | $________ | Est. 5 hours/month @ your rate |
| TOTAL OUTSOURCED COST | $________ | |
Cost Comparison Summary
| In-House Total Annual Cost | $________ |
| Outsourced Total Annual Cost | $________ |
| YOUR ANNUAL SAVINGS | $________ |
| Savings Percentage | _______% |
Beyond Direct Cost: Intangible Benefits
✅ Outsourcing Advantages
- • No PTO/sick days - continuous coverage
- • No turnover risk - team backup
- • Scalable capacity (busy season)
- • Access to specialists
- • No management overhead
- • Latest technology expertise
⚠️ In-House Advantages
- • On-site presence daily
- • Company culture integration
- • Direct management control
- • Cross-functional duties possible
- • Immediate communication
- • Deep institutional knowledge
Sample Calculation Example
Example: 50-Unit Property Management Company
- • Salary: $55,000
- • Payroll taxes: $4,208
- • Benefits: $10,000
- • Training/software/space: $5,000
- • Turnover risk: $11,000
- TOTAL: $85,208/year
- • Monthly fee: $2,200 × 12 = $26,400
- • Setup: $2,000
- • Software: $600
- • Management time: $3,000
- TOTAL: $32,000/year
Annual Savings: $53,208 (62% cost reduction)
This savings could be reinvested in growth, new property acquisitions, or increased profitability.
Ready to See Your Actual Savings?
Schedule a free consultation with SynergyPro CPA. We'll review your specific situation and provide a customized cost comparison based on your business needs.
What to Prepare: Current bookkeeping costs, number of transactions per month, industry type, and software platforms used.
SynergyPro CPA | U.S. CPA-Led Accounting Services
📧 contact@synergyprocpa.com | 🌐 www.synergyprocpa.com | 📅 Schedule: calendly.com/synergyprocpa/30min
This resource is provided free of charge. For personalized guidance, schedule a consultation with our team.