For accounting firms
Outsourced capacity planning
Capacity planning helps US accounting firms decide whether and how to add outside capacity: which client files suit it first, a small pilot scope, a staffing ramp tied to busy-season peaks and a data-access review, all completed before any client file actually moves.
Engagement tracker
Illustrative client · August 2026
USD
- 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.
Deciding before committing
A lot of US firms know they need more capacity but are not sure outside delivery is the right answer, or which part of the practice should try it first. Capacity planning is the step before a real engagement: a scoped assessment your partners can use to decide, rather than a sales pitch dressed as advice.
What the assessment covers
We start by reviewing your practice to identify which files are the best early candidates: typically standardized monthly bookkeeping on stable clients rather than complex or unusual engagements. From there we design a pilot, usually a handful of files run for a full close cycle or two, so your reviewing staff can judge the output against your own standard before anything scales.
The staffing ramp
If the pilot goes well, we build a ramp plan tied to your actual client volume and your busy-season timing, rather than a generic headcount number. A firm whose peak is March and April needs a different ramp than one whose peak is calendar year-end for a portfolio of December fiscal-year clients.
Data access, checked first
Before any client file is shared, we walk through exactly what access is being granted, to what systems and for how long, so your firm's own data-security obligations under rules like the FTC Safeguards Rule are considered up front rather than after the fact.
What you get at the end
A written summary covering the pilot results, the proposed ramp and the access model, for your partners to use in deciding on a full rollout. Firms that move forward typically start with either a dedicated staff pod or white-label bookkeeping, depending on how they want the work structured.
Questions
Frequently asked questions: Outsourced capacity planning
Does planning commit us to moving client files to your team?
No. Planning ends with a pilot and a written summary. Whether to move forward with a full rollout is a separate decision your partners make afterward.
How is client data protected during a pilot?
Access is scoped to the specific pilot files and reviewed against your firm's own data-security obligations, including the FTC Safeguards Rule, before anything is shared.
Which clients should we pilot first?
Usually standardized monthly bookkeeping on stable clients works best for a first pilot, since it gives a clean comparison against your own review standard.
What does outsourced capacity planning actually include, month to month?
Outsourced capacity planning covers a capacity assessment of which client files suit outsourced delivery first, along with a pilot scope covering a small file set before a full rollout. The work runs inside QuickBooks Online Accountant, Xero, Karbon or Canopy, the file stays under your own subscription, and a senior principal reviews the output before it reaches you each period.
What access do you need to start outsourced capacity planning?
View or edit access to QuickBooks Online Accountant, Xero, Karbon or Canopy is enough to begin; nothing about your existing subscription or login changes on our side. Any additional access needed for a specific deliverable, such as a bank portal or receipt inbox, is agreed with you first, and the scope is set out in your engagement letter.
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 principal 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.