For accounting firms
Outsourced capacity planning
Not every EU firm is ready to add external capacity on day one. Capacity planning tests the idea first: which files across which member states fit, a small pilot, a GDPR-safe transfer mechanism, and a written verdict your partners can weigh before anything real moves.
Engagement tracker
Illustrative client · August 2026
EUR
- Client file access set up under your firm's nameDone
- Monthly books prepared to your review standardDone
- Review notes cleared and loggedIn progress
- Reports sent to your partner for sign-offNext
- Year-end workpapers staged for your preparerNext
Illustrative. An example of the document, not a client's figures.
A decision, not a sales pitch
A firm unsure whether adding external capacity even suits a multi-country book needs an honest answer before it needs a contract. Capacity planning is built to produce that answer: a genuine assessment your partners can act on, not a pitch dressed up as advice.
Picking where to start
We look at your practice and point to the files that make the cleanest early test, usually a handful of clients with steady, single-country monthly bookkeeping rather than a client already deep in cross-border OSS complexity. That keeps the first read honest.
Running the pilot
A small set of files goes through a full close cycle or two under real conditions, so your own reviewing staff can judge the output against the standard they already hold their own team to, before scale enters the conversation at all.
Building the ramp around your filing rhythm
A firm whose clients mostly file quarterly OSS returns needs a different staffing curve than one whose clients are mostly annual statutory-accounts filers, and the ramp plan we hand back reflects that difference rather than a flat headcount number.
Getting the data question right, before it matters
The access model we propose runs under signed Standard Contractual Clauses, with a transfer impact assessment completed before, not after, a single client file is shared.
What lands on your partners' desk
A written summary of the pilot, the proposed ramp and the data-transfer mechanism, built for a go/no-go conversation. Firms that say yes usually move into either a dedicated staff pod or white-label bookkeeping next.
Questions
Frequently asked questions: Outsourced capacity planning
Are we committed to moving files anywhere once planning starts?
No. The process ends at a written summary and a go/no-go decision your partners make afterward, with no client file moved beyond the pilot until that decision is made.
How is data protected during the pilot given GDPR?
Through signed Standard Contractual Clauses and a completed transfer impact assessment, done before any file is shared.
Which of your clients make the best pilot candidates?
Steady, single-country monthly bookkeeping clients tend to give the cleanest first read, ahead of anything with active cross-border VAT complexity.
Does the staffing ramp reflect our filing deadlines?
Yes. A book weighted toward quarterly OSS filers gets a different ramp curve than one weighted toward annual statutory-accounts clients.
What does a typical pilot actually involve?
A pilot runs a small batch of real client files through the capacity model for a full cycle, so your firm can see turnaround, quality and communication before deciding whether to expand it further. Your firm decides afterward whether to expand it, with nothing assumed in advance.
Do we have to commit to a full rollout up front?
No. Planning starts with a small pilot scope, and a full rollout is a separate decision your firm makes after reviewing the pilot.
Who owns the client relationship during a pilot?
Your firm does, throughout. We work the files you assign; the client relationship stays with you.
Who reviews the work before it reaches us?
Every deliverable under outsourced capacity planning is reviewed by a senior reviewer before it reaches you. You keep access to the underlying file at every stage, so nothing about the work happens somewhere you cannot see it.
What is included in outsourced capacity planning?
Outsourced capacity planning covers a capacity assessment of which client files suit outsourced delivery first and a pilot scope covering a small file set before a full rollout. The exact scope is agreed and set out in writing before work starts, so you know precisely what is and is not covered before the first deliverable arrives.
Related services
- For accounting firmsDedicated staff podsA named, fixed group of accountants assigned to your firm alone, working your files on your schedule, rather than a rotating pool shared across other engagements.
- For accounting firmsWhite-label bookkeepingMonthly bookkeeping produced under your firm's own name and templates, so your clients see your brand while our team handles sorting transactions into categories, reconciling and reporting behind it.
Industries
Next step
Talk to the team that would run your books
A short call covers your setup, your software and what a first month would look like. You get a written scope and price after it.