Back-office support for small business: what to outsource
Updated: 42 minutes ago
Quick answer: Bookkeepers, registered BAS or tax agents, accountants and virtual assistants can all take back-office work off your plate. The tasks most worth handing over are repeatable and clearly defined, such as data entry, bookkeeping and payroll processing. You stay responsible for your legal duties, so choose who does what with care.
Key takeaways
Outsource work that is repeatable, easy to describe and easy to check.
Different helpers do different jobs. Match the person to the task.
Check that anyone charging for tax or BAS services is registered.
Handing work over doesn't hand over your legal responsibility.
Keep a hand on the decisions, even when someone else does the typing.
Who can help with back-office and admin support?
Several kinds of helper exist, and they overlap. business.gov.au says you don't have to do everything yourself and suggests considering contractors or other businesses for time-consuming or technical work, such as bookkeeping, IT and marketing. It lists accountants, bookkeepers and BAS agents among those who can help you maintain your books.
In practice, you will meet bookkeepers, registered BAS agents, registered tax agents, accountants, virtual assistants and offshore teams. Some businesses use one person for everything; others combine a few. The ATO notes that you will probably still need to do some basic record keeping yourself, even with a tax professional on board.
Which back-office tasks are worth outsourcing?
Tasks worth outsourcing are usually repeatable, follow clear steps and have an obvious "done" point. Think data entry, invoicing, bookkeeping, payroll processing, document filing and diary admin. Keep decisions, client relationships and anything needing deep knowledge of your business closer to home.
| Task | Usually suits outsourcing? | Who may help | Think about | |---|---|---|---| | Data entry, filing, diary admin | Often | Virtual assistant, offshore team | Limit access to personal information | | Bookkeeping and record keeping | Often | Bookkeeper, BAS agent | You still keep basic records and approve the books | | BAS and tax lodgment | Often, with a registered agent | Registered BAS or tax agent | Check registration first | | Payroll processing | Sometimes | Bookkeeper, payroll provider, agent | The employer carries the legal duties | | Customer enquiries | Sometimes | Virtual assistant, offshore team | Train them on your tone and policies | | Pricing, hiring, strategy | Rarely | You, with an adviser | These are judgement calls |
We didn't find official guidance that ranks tasks by how suitable they are for outsourcing. The table is our own plain-language starting point, not a rule.
Do I need a bookkeeper, a BAS agent or a tax agent?
A bookkeeper looks after day-to-day records, while a registered BAS agent or tax agent deals with the ATO for you. According to the ATO, only a registered agent can legally charge a fee for tax or BAS services. You can check registration on the Tax Practitioners Board (TPB) register.
The ATO also says a BAS agent's authority is more limited than a registered tax agent's. It is tied to dealings about BAS, so if you need an income tax return lodged, a tax agent may be the right person. The TPB says BAS agents must hold a Certificate IV or higher in bookkeeping or accounting plus a GST/BAS course, along with relevant experience.
Before you engage anyone, the ATO suggests asking what services they will provide and charge for, understanding their fee structure, and agreeing which tasks they will do on your behalf.
Which responsibilities stay with me?
Even when someone else does the work, the legal duties generally stay with the business. Two examples from official sources are record keeping and, if you have staff, pay and super. Always ask your adviser how these apply to your situation.
Business records. The ATO says most records must be kept for 5 years. It also notes that ASIC requires companies to keep records for 7 years.
Employee records and pay slips. The Fair Work Ombudsman says pay slips must be issued within one working day of pay day, and that employers must keep time and wage records for seven years.
Super. The ATO says that from 1 July 2026, super must reach the employee's fund within 7 business days of payday, and if you use a clearing house you need to allow time for processing. Year-to-date qualifying earnings are also reported through Single Touch Payroll each payday.
We didn't find ATO guidance that settles exactly who is liable when a third-party provider lodges payroll or super on an employer's behalf. Ask your registered tax agent, and get the arrangement in writing.
What about privacy when someone else sees my data?
Back-office helpers often see client names, contact details and financial records. Whether the Privacy Act applies to your business depends on its size and activities, so check before you assume either way.
The OAIC says businesses with annual turnover of $3 million or less are generally exempt, but exceptions apply, such as private sector health service providers and businesses that trade in personal information. A small business can also choose to opt in.
If an overseas helper or provider can see personal information, the OAIC's guidance on sending personal information overseas suggests enforceable contracts covering use of the information, minimum security measures and complaint handling. It says more rigorous steps may be needed for sensitive information or a provider you haven't dealt with before. Whatever your size, giving helpers only the access they need, and avoiding shared logins, is sensible.
How do I start outsourcing safely?
List your tasks. Write down what you do each week and note what drains time without needing your judgement.
Pick one task. Choose something repeatable with a clear finish, such as monthly bookkeeping or data entry.
Match the helper to the task. Use the table above, and check registration for anything involving tax or BAS.
Agree the details in writing. Cover what they will do, what they won't, who approves the work and how information is protected.
Limit access. Give only the logins and files needed.
Review and adjust. After a set period, check quality and communication before handing over more.
How Marl can help
Marl manages offshoring services directly.
Frequently asked questions
Can I outsource my bookkeeping and still stay in control? Yes. The ATO says you will probably still need to do some basic record keeping, even with a tax professional. Decide which tasks they handle, ask what they charge for, and review the books regularly so you understand your own numbers.
How do I know a BAS or tax agent is legitimate? The ATO says only a registered agent can legally charge a fee for these services, and you can check registration on the Tax Practitioners Board register. Check before you share records or pay, and keep a copy of what you have agreed.
Does the Privacy Act apply to my small business? Not always. The OAIC says businesses with annual turnover of $3 million or less are generally exempt, but exceptions apply, such as health service providers and businesses that trade in personal information. Check the OAIC guidance or ask an adviser about your situation.
Do I stay responsible if my provider makes a mistake with payroll or super? We didn't find official guidance that settles this for every arrangement. The ATO describes the employer as responsible for payday super deadlines, so treat it as your responsibility, agree who does what in writing and ask your registered tax agent.
What is not worth outsourcing? Judgement calls such as pricing, hiring decisions and strategy usually stay with you and your advisers. We didn't find official guidance that lists tasks to avoid, so think about how sensitive the information is and how easily you can check the work.
Sources
This article is general information only. It is general in nature, does not take into account your objectives, financial situation or needs, and is not legal, tax or financial advice. Speak to a qualified adviser before you act. Last updated 4 November 2026.
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