Managing finances in-house can quickly stretch the resources of growing Australian businesses. As invoice volumes rise and reconciliation becomes more complex, the need for accurate, timely accounts payable processing becomes critical. For small to medium-sized enterprises, one effective solution is to start building a remote finance team, beginning with your first offshore accounts payable officer.
This guide outlines the real steps to do just that, based on insights from years of partnering with companies looking to cut costs while increasing control over their finance function.
Understanding the Role: What an Offshore Accounts Payable Officer Really Does
The accounts payable officer plays a crucial part in the day-to-day financial health of your business. They manage vendor invoices, ensure timely payments, handle reconciliations, and help maintain a clean ledger. But beyond transactional duties, a good accounts payable officer helps detect discrepancies, flag compliance issues, and ensure your company maintains a trustworthy relationship with suppliers.
When hiring offshore, the role of accounts payable officer becomes even more strategic. You’re not only looking for someone to process payments—but someone who can blend seamlessly into your team’s workflow, work to Australian compliance standards, and communicate with both finance leads and vendors as needed.
When to Consider Hiring Offshore
Hiring offshore doesn’t mean replacing your in-house team—it means enhancing it. Many businesses consider outsourcing when:
- Their local finance team is overworked or unable to scale with business growth
- There’s a backlog of invoices or frequent reconciliation errors
- Hiring locally is becoming unsustainable due to rising labour costs
- The business is looking for 24/7 coverage or more efficient turnaround times
The Philippines is a popular choice thanks to its highly educated workforce, strong English proficiency, and cultural alignment with Australian business practices.
Step-by-Step: Hiring Your First Offshore Accounts Payable Officer
1. Define Your Finance Needs
Before you post a job ad or speak to a provider, get clear on what you actually need. Start by listing the processes your accounts payable officer will own. These typically include:
- Invoice processing
- Matching purchase orders with invoices
- Managing supplier records
- Payment scheduling
- Month-end reconciliations
Also consider if you’ll want them to handle any broader bookkeeping or reporting tasks down the track. This foresight helps you choose the right capabilities from the start.
2. Choose the Right Outsourcing Partner
Many companies waste time trying to recruit directly overseas. It’s faster, safer, and more compliant to work with a provider who understands local labour law, finance workflows, and Australian tax obligations.
Flat Planet, for example, specialises in sourcing offshore accounts payable officers who are already trained in tools like MYOB, Xero, and QuickBooks, and can adapt quickly to your internal processes.
3. Craft a Realistic Role Profile
The next step is outlining a clear, concise job description. Focus on the specific tools and systems your team uses, your expectations around turnaround times, and any compliance or confidentiality standards.
Rather than asking for generic “rockstars,” list practical skills like:
- Experience using accounts payable automation software
- Familiarity with Australian BAS cycles
- Strong Excel or Google Sheets knowledge
- Comfortable reconciling multi-currency accounts
This improves your chances of finding a good match quickly.
4. Onboard Like They’re Sitting Next to You
A common mistake is treating offshore hires like external suppliers. Instead, treat your new accounts payable officer as part of the team. Assign an onboarding buddy, include them in daily huddles, and use collaborative platforms like Slack or Teams to encourage visibility and communication.
Make sure they’re included in finance meetings, even as an observer at first. This builds context, trust, and confidence from day one.
5. Build in Redundancy and Quality Control
While your new hire will be skilled, it’s wise to implement layered quality checks during the first 90 days. Have an in-house finance manager double-check reconciliations or review payment batches before approval.
Also consider staggered onboarding if you’re planning to scale. Bringing in two accounts payable officers within months of each other? Start them two weeks apart, allowing your team to properly train and mentor each one.
Common Challenges—and How to Avoid Them
Concern: Time Zone Overlap
Reality: The Philippines operates within an ideal window for Australian businesses. You’ll typically get at least a 4–6 hour working overlap—enough for real-time collaboration on payment runs or urgent reconciliations.
Concern: Confidentiality of Financial Data
Reality: Partnering with a reputable firm ensures your offshore hires operate under the same NDAs, protocols, and compliance standards as your local team.
Concern: Miscommunication or Errors
Reality: A structured onboarding plan, regular check-ins, and clear SOPs are the antidote. Most finance errors are caused by unclear expectations, not geography.
The Bigger Picture: Scaling Your Remote Finance Operations
Once your accounts payable processes are streamlined, the path opens up for further finance offshoring, such as:
- Outsourced bookkeeping: Month-end closing, journal entries, cash flow forecasting
- Payroll support: Superannuation compliance, leave tracking, employee reimbursements
- Management reporting: Preparation of financial dashboards and analysis for board packs
Starting with a single, well-integrated accounts payable officer helps build confidence in this operating model. It proves that remote hiring doesn’t mean losing control—it means gaining it.
