Outsourced Controller Services: Accounting Leadership Without the Full-Time Cost

Your accounting has grown beyond what a bookkeeper can handle. You need someone to own the close, implement controls, and ensure your numbers are right. But a full-time controller at $120K+ feels premature. Outsourced controller services bridge this gap.

Last Updated: January 2026|22 min read

There's a gap in the finance talent market that growing businesses fall into.

You've outgrown your bookkeeper. The monthly close is slow, financials have errors, and you're not confident in your numbers. You need accounting leadership—someone who can own the function, not just process transactions.

But hiring a full-time controller means $100,000-$150,000 in salary and benefits for someone you might only need 10-15 hours per week. That math doesn't work for a $5M or even $15M business.

Outsourced controller services solve this problem. You get experienced accounting leadership—month-end close ownership, financial statement accuracy, internal controls, compliance—without the cost of a full-time hire.

The Controller Gap

The controller role sits between bookkeeper and CFO. Bookkeepers record transactions. CFOs do strategy. Controllers ensure the accounting is right: accurate books, proper controls, clean close, audit-ready financials. Most growing businesses need this function but can't justify a full-time hire.

What Does a Controller Actually Do?

The controller role is often misunderstood. They're not "senior bookkeepers." Controllers are accounting leaders who own the integrity of your financial operations.

Month-End Close Management

Controllers own the close process:

Close calendar creation and management
Ensuring all transactions are recorded and categorized
Preparing and reviewing adjusting entries
Reconciling all balance sheet accounts
Ensuring intercompany eliminations (if multi-entity)
Reviewing and approving final financial statements

For a deeper dive, see our guide on Month-End Close Process Best Practices.

Financial Statement Preparation

Beyond just producing statements, controllers ensure they're:

Accurate and complete
Properly formatted for stakeholders (management, board, lenders)
Consistent with prior periods
Compliant with GAAP (if required)
Supported by documentation that would satisfy an auditor

Internal Controls

Controllers design and monitor controls that protect your business:

Segregation of duties (who can approve vs. who can pay)
Approval workflows for expenses, vendors, and transactions
Bank reconciliation procedures
Access controls and permissions
Fraud prevention measures

For detailed guidance, see Internal Controls for Growing Businesses.

Compliance Oversight

Sales tax nexus and filing requirements
1099 reporting
Payroll tax compliance
Industry-specific regulatory requirements
Coordination with CPA for tax planning and returns

Team Management

If you have internal bookkeeping staff, controllers supervise:

Work assignment and prioritization
Quality review and error correction
Training and development
Performance management

Audit Coordination

Controllers serve as the primary contact for external auditors:

Preparing audit schedules (PBC lists)
Answering auditor questions
Researching and documenting accounting positions
Managing the audit timeline

Controller vs. Bookkeeper vs. CFO

Understanding where the controller fits helps you know when you need one.

Dimension	Bookkeeper	Controller	CFO
Focus	Transactions	Accuracy	Strategy
Time Orientation	Current	Historical	Forward-looking
Primary Output	Recorded transactions	Accurate financials	Strategic direction
Key Skills	Data entry, organization	Accounting, controls, compliance	Finance, strategy, communication
Typical Cost	$40K-$60K	$90K-$140K	$150K-$300K+
External Facing	Rarely	Auditors, CPA	Board, investors, lenders

For a detailed comparison, see Controller vs. CFO: Different Roles, Different Value.

The Common Configuration

Most growing businesses ($5M-$25M) need: a bookkeeper handling daily transactions, a controller ensuring accuracy and controls, and periodic CFO-level input for strategy. At larger scale, these become separate full-time roles. Smaller companies combine controller and CFO into one role.

When Does Your Business Need a Controller?

Not every business needs a controller. Here are the triggers that indicate it's time.

Revenue Triggers

$5M+ revenue: Transaction volume and complexity typically exceed what a bookkeeper can handle reliably
Rapid growth: Even at lower revenue, fast growth (50%+ annually) creates complexity faster than bookkeepers can adapt

Complexity Triggers

Multiple entities: Intercompany transactions require controller-level expertise
Inventory: Cost accounting, COGS, and inventory valuation need accounting expertise
Deferred revenue: Subscription or contract businesses need proper revenue recognition
International: Multi-currency, foreign entities, transfer pricing

Compliance Triggers

Audit requirements: Lenders, investors, or PE sponsors require audited financials
PE ownership: Private equity requires institutional-quality books
Industry regulations: Some industries require specific accounting practices

Operational Triggers

Late closes: If month-end takes more than 15 business days consistently
Frequent errors: If you're regularly finding and correcting mistakes
Overwhelmed bookkeeper: Working overtime and still falling behind
No one reviewing: Bookkeeper's work goes directly to you without review

For a detailed assessment, see When Does Your Business Need a Controller?

Outsourced vs. Fractional vs. Full-Time Controller

You've decided you need controller-level help. How should you get it?

Outsourced Controller (Firm)

A firm provides controller services as part of a team engagement.

Pros: Redundancy (backup when people are out), broader expertise (team has diverse experience), integrated with accounting operations, scalable
Cons: May feel less "personal," relationship with firm rather than individual
Best for: Companies wanting comprehensive outsourced finance (accounting + controller), PE portfolio companies, businesses prioritizing reliability

Fractional Controller (Individual)

An individual contractor working part-time, typically 10-20 hours per week.

Pros: Dedicated person who learns your business deeply, may feel more like "your" controller
Cons: Single point of failure (vacation, illness, departure), limited expertise to one person's experience
Best for: Companies wanting a consistent individual relationship, simpler accounting needs

Full-Time Controller

Dedicated employee working 40+ hours per week.

Pros: Fully dedicated, deep knowledge of your business, available anytime
Cons: Expensive ($100K-$150K+ loaded cost), hard to hire good ones, may be underutilized if you don't need 40 hours/week
Best for: Companies over $25M-$50M revenue, complex operations requiring full-time attention, companies with in-house accounting teams needing management

Decision Framework

Under $10M revenue: Outsourced or fractional controller—you don't need 40 hours
$10M-$30M revenue: Outsourced or fractional, potentially transitioning to full-time as you grow
Over $30M revenue: Likely full-time controller, possibly supported by outsourced accounting team

Outsourced Controller Pricing

What should you expect to pay for outsourced controller services?

Typical Pricing Models

Flat monthly fee: Fixed price for defined scope (most common)
Hourly: Pay for time used (less predictable)
Bundled with accounting: Controller services included in full outsourced accounting engagement

Price Ranges

Outsourced Controller Costs

Basic oversight (10 hrs/month): $2,000-$3,500/month
Standard engagement (15-20 hrs/month): $3,500-$5,500/month
Heavy involvement (25+ hrs/month): $5,500-$8,000/month

Complexity factors: multi-entity, audit support, PE ownership, and technical accounting increase cost.

Comparison to Full-Time

A full-time controller costs $100,000-$150,000 in salary plus 25-35% benefits = $125,000-$200,000 total cost.

Outsourced controller at $4,500/month = $54,000/year. That's a 60-75% savings while getting expertise that might exceed what you could hire.

How to Work with an Outsourced Controller

Success with an outsourced controller requires clear expectations and good collaboration.

Define Clear Scope

Agree upfront on responsibilities:

What's in scope (close management, financial statements, controls)
What's out of scope (strategic planning, investor relations)
Who handles day-to-day transactions (internal bookkeeper or outsourced team)
Reporting cadence and format

Establish Communication Rhythm

Weekly: Brief check-in on close status, open items, questions
Monthly: Financial review meeting post-close
Quarterly: Broader review of processes, improvements, scope

Grant Appropriate Access

Controllers need access to:

Accounting system (admin or accountant role)
Bank accounts (view-only typically sufficient)
Bill pay and expense systems
Payroll system (view access)
Key contracts and agreements (for revenue recognition, accruals)

Provide Context

Help them understand your business:

How you make money (revenue model)
Key cost drivers
Business seasonality and cycles
Important relationships (key customers, vendors)
Historical issues or known problems

Transitioning from Outsourced to Full-Time Controller

At some point, you may want to bring the controller role in-house. Here's how to do it right.

When to Make the Switch

Revenue scale: Typically makes sense above $30M-$50M
Time needs: When you're consistently using 30+ hours/month
Operational complexity: When daily involvement becomes necessary
Team management: When you have 3+ accounting staff needing oversight

How Your Outsourced Controller Helps

A good outsourced controller facilitates the transition:

Define the role and job description based on your specific needs
Help screen and interview candidates
Create onboarding and training plan
Provide 30-90 day transition support alongside new hire
Document processes and institutional knowledge

Need Accounting Leadership?

Eagle Rock CFO provides outsourced controller services that ensure accurate financials, proper controls, and audit-ready books—without the cost of a full-time hire. Let's discuss what your business needs.

Schedule a Consultation

Frequently Asked Questions

What does a controller do?

A controller owns the accounting function: managing the monthly close, ensuring accurate financial statements, implementing internal controls, overseeing compliance, coordinating with auditors, and supervising accounting staff. They focus on historical accuracy and operational accounting, whereas a CFO focuses on forward-looking strategy.

What's the difference between outsourced and fractional controller?

The terms are often used interchangeably. 'Outsourced controller' typically implies a firm providing controller services as part of a team engagement. 'Fractional controller' usually means an individual contractor working part-time. Outsourced often provides better coverage and redundancy; fractional may feel more like having 'your own' person.

When does a company need a controller?

Most companies need controller-level oversight when they reach $5M+ revenue, prepare for audit, have multiple entities, face complex accounting (revenue recognition, inventory, deferred revenue), or need to implement proper internal controls. If your bookkeeper is overwhelmed or you're finding errors in financials, you likely need a controller.

How much does an outsourced controller cost?

Outsourced controller services typically cost $2,000-$6,000/month depending on complexity and time required. This compares to $100,000-$150,000+ annually for a full-time controller (salary plus benefits). Outsourcing saves 50-70% while often providing better expertise.

Can an outsourced controller manage my bookkeeper?

Yes, this is a common model. The outsourced controller provides oversight, reviews the bookkeeper's work, manages the close process, and handles complex accounting. The bookkeeper handles day-to-day transaction processing. This hybrid model is cost-effective for many growing businesses.

What's the difference between a controller and a CFO?

Controllers focus on accounting accuracy—the past. They ensure books are correct, controls are working, and compliance is met. CFOs focus on financial strategy—the future. They handle forecasting, capital strategy, board relations, and strategic decision support. Many companies need both; some need one or the other depending on stage.

How often will an outsourced controller engage with my business?

Typical engagement is 10-20 hours per month. This includes close oversight, financial statement review, control monitoring, and team management. During audit or year-end, hours may increase. Day-to-day transaction processing is usually handled separately by bookkeeping staff.

Will an outsourced controller work with my CPA?

Yes. A good outsourced controller coordinates tax planning, prepares supporting schedules for tax returns, and serves as the primary contact for your CPA's questions. This reduces your CPA fees (less cleanup needed) and ensures smooth tax preparation.

What software should I have before hiring an outsourced controller?

At minimum, you need cloud-based accounting software (QuickBooks Online, Xero, or similar). Outsourced controllers also benefit from bill pay automation (Bill.com) and expense management (Ramp, Brex). They can help evaluate and implement additional tools as needed.

How do I transition from outsourced controller to full-time hire?

When the time is right, your outsourced controller can help define the role, screen candidates, onboard the new hire, and ensure smooth handoff. Many outsourced engagements are designed as bridges—providing expertise until you're ready to bring it in-house.