Finance Back Office Outsourcing

Last updated: November 11, 2026

Invoices waiting for approval, bank lines that do not reconcile, supplier statements that never match and a month-end close that slips every month: the finance back office absorbs time that finance managers would rather spend on analysis and planning. 360 Soft builds dedicated finance back office teams in Istanbul that take over accounts payable, accounts receivable, reconciliations, expense processing, e-invoice and e-ledger routines and month-end close support, inside your ERP and under your approval rules. This page covers who the service suits, the typical problems, which processes can be handed over, the team structure, the standards the team works by, working models, the legal set-up, process steps, KPIs, pricing factors, a comparison of options, risks, security and a vendor checklist.

Who is it for?

The service fits organisations whose transaction volume has outgrown their finance team, or which want a documented, controlled process instead of key-person dependency:

Growing SMEs and scale-ups whose CFO or finance manager still does the bookkeeping routine personally.
Groups with several legal entities that need intercompany reconciliations and a consistent close calendar.
International companies with a Turkish subsidiary that need local e-invoice, e-ledger and VUK compliance alongside group reporting.
Shared service centres that want extra capacity or a nearshore team for EMEA processes.
E-commerce and subscription businesses with high volumes of small transactions and payment provider settlements.

Common problems in the finance back office

The same issues come up in almost every discovery call:

Supplier invoices sit in inboxes, approvals are chased by email and early-payment discounts are missed.
Receivables are followed up irregularly, so days sales outstanding creeps up.
Bank, card and payment provider reconciliations are done in spreadsheets and fall behind.
Current-account (cari) reconciliations with suppliers and customers are left until audit time.
The month-end close depends on one or two people and takes too long.
Expense claims arrive without receipts or policy checks.

Scope: which processes can be handed over?

You can outsource a single process, such as accounts payable, or a complete transactional finance function. Judgement-heavy tasks (tax positions, final sign-off, statutory filings) remain with you or your accountant.

Process	Typical tasks	Technology / tools
Accounts payable (AP)	Invoice capture and coding, three-way match, approval routing, payment proposals	SAP, Oracle NetSuite, Microsoft Dynamics, Logo, Mikro, OCR tools
Accounts receivable (AR)	Customer invoicing, cash application, dunning, credit notes	ERP, CRM, banking portals
Bank and payment reconciliation	Bank, POS, card and payment provider statements matched to ledger	ERP bank modules, Excel, reconciliation tools
Current-account reconciliation	Supplier and customer balance confirmations, BA/BS form support in Turkey	ERP, statement templates
Expense management	Receipt checks, policy compliance, posting, reimbursements	Expensify, SAP Concur, ERP
E-invoice, e-archive and e-ledger	Issuing and receiving e-documents, e-ledger preparation support in Turkey	Integrator portals, ERP e-document modules
Month-end close support	Accruals, prepayments, fixed-asset postings, checklists, trial balance review	ERP, close checklists
Reporting	Aged AP/AR, cash position, management report packs	Excel, Power BI

Typical team structure by role

Role	Responsibility	Note
AP specialist	Invoice processing, matching, payment runs	Volume-driven role
AR specialist	Invoicing, cash application, collections follow-up	Customer-facing tone matters
Reconciliation specialist	Bank, card, payment provider and intercompany reconciliations	Detail-oriented, ERP experience
General ledger accountant	Accruals, close checklists, trial balance review	Supports your controller
E-document specialist	E-invoice, e-archive, e-ledger routines in Turkey	Knows integrator portals
Team lead	Planning, quality control, escalations, reporting	Single point of contact
Finance analyst (optional)	Management reports, variance analysis	Added as volume grows

Regulation and standards

For Turkish entities the team works to the Tax Procedure Law (VUK), the Turkish Commercial Code (TTK), e-invoice, e-archive and e-ledger rules of the Revenue Administration (GİB), and TFRS/BOBİ FRS where applicable. Bookkeeping that must be certified by a licensed Turkish accountant (SMMM) stays with your accountant; we prepare the work and the documentation. For entities in other countries we follow your group accounting manual (IFRS, UK GAAP, US GAAP or HGB, for example) and the local invoicing and VAT rules you confirm, such as e-invoicing mandates in the EU or ZATCA e-invoicing in Saudi Arabia. Local rules in your country always apply; statutory responsibility stays with your company and its advisers.

Internal control is built into every process: segregation of duties (the team prepares, your people approve and release payments), maker-checker reviews, documented close checklists and an audit trail that your auditors can follow.

Working models

Model	How it works	When it fits in finance back office
Remote	The team works from our Istanbul office or secure home setups with access to your systems via VPN or VDI	AP, AR, reconciliations and reporting
On-site	Team members work at your premises under our supervision	Paper-based processes, sensitive approvals, audit periods
Hybrid	Remote day-to-day work with scheduled on-site days	Initial transition and month-end weeks

Service model	Definition	Example
Dedicated team	Named people working only for you, led by our team lead	A three-person AP and reconciliation team in your ERP
Managed service	We own an agreed output with SLAs and reporting	All supplier invoices processed within an agreed number of days
Project	Defined scope, deliverables and deadline	Clean-up of a reconciliation backlog before year-end
Capacity extension	Additional people for a defined period	Extra support during audit or ERP migration

Legal note for staffed engagements

Contract note for international buyers. We work under a B2B service agreement governed by a clear statement of work: the output, the SLA, the reporting cadence and the exit terms are written down before the team starts. The agreement includes an NDA, an IP assignment clause (all work product, templates, data and documentation created for you belong to you), and, wherever personal data is processed, a GDPR data processing agreement (Art. 28) with the EU Standard Contractual Clauses for transfers to Turkey, or the UK IDTA/Addendum for UK controllers. On the Turkish side processing also follows KVKK (Law No. 6698), including its cross-border transfer rules. Payment release rights stay with your authorised signatories; our team never holds the final bank approval. Our people are employed by 360 Soft in Turkey, so payroll, social security and Turkish labour-law obligations stay with us; you buy a service, not employees.

Under Turkish law (Labour Law No. 4857) a service purchase has to be distinguished from subcontracting of core activities and from temporary agency work. We define the scope as an outcome-based service under our own supervision; for your side, local outsourcing and staffing rules apply and should be checked by your counsel.

Process steps and typical timelines

Step	Content	Typical duration
Discovery	Processes, volumes, systems, pain points	1–2 weeks
Process mapping	Current-state flows, controls, approval matrix	1–2 weeks
Proposal and contract	Scope, SLA, pricing, NDA, DPA	1 week
Team selection	Accounting and ERP tests, interviews	Typically 1–2 weeks
Access and set-up	ERP roles, VPN or VDI, documentation	1 week
Parallel run	Team works alongside your staff, every output reviewed	2–4 weeks
Steady state	Full handover, KPI reporting, monthly review	Ongoing

SLA and KPI examples

Area	KPI	Note
Accounts payable	Invoice processing time, first-time-right rate	Measured from invoice receipt
Accounts receivable	Cash application time, overdue follow-up rate	DSO is shared with your sales team
Reconciliation	Share of accounts reconciled by working day X	Unreconciled items aged and explained
Month-end close	Close tasks completed on schedule	Based on your close calendar
Quality	Error rate found in reviews or audit	Root-cause log kept
Service	Response time to internal queries	Agreed per channel

Targets are agreed after a baseline period on your own data; we do not promise numbers before we have seen your processes.

Pricing factors

We do not publish standard prices. A quote is prepared after a discovery call, usually as a monthly fee per dedicated team member, an output-based fee, a hybrid model or a project fee. These factors drive it:

Factor	Effect
Transaction volume	Number of invoices, payments and bank lines per month
Number of entities and currencies	More entities mean more reconciliations and close tasks
Systems	Single ERP vs. several systems and manual tools
Scope	Transactional only vs. close support and reporting
Languages and time zones	English, German or Arabic communication, overlap hours
Work location	Remote, on-site or hybrid

Finance Back Office Outsourcing — overview

Comparison: in-house, freelancer, outsourcing

Criterion	Your own staff	Freelancer	Outsourcing (360 Soft)
Time to start	Weeks to months of recruiting	Fast, availability varies	Typically 1–2 weeks
Scaling	Slow, fixed headcount	Possible, uneven quality	From 1 to 200+ people within one structure
Continuity	Depends on retention	Single point of failure	Replacement process included
Process documentation	Often informal	Rarely	SOPs and playbooks are part of the service
Management effort	All yours	High coordination effort	Team lead and reporting included
Data protection and control	Your own controls	Hard to enforce	NDA, DPA, access controls, audit trail

Risks and mitigations

Risk	Mitigation
Errors in postings	Maker-checker review, checklists, sampling
Fraud risk	Segregation of duties; payment release stays with you
Key-person dependency	Documented SOPs, backup person, replacement process
Data leakage	Least-privilege ERP roles, managed devices, no local files
Delays at month end	Close calendar, early warnings, buffer capacity
Regulatory change	Updates tracked and agreed with your accountant or advisers

Security, GDPR/KVKK, NDA and intellectual property

Financial data is confidential and often contains personal data of employees, customers and suppliers. Access is role-based and logged, payment approval rights remain with you, work happens on company-managed devices through VPN or VDI, and access is removed the same day someone leaves the team. Templates, reports and documentation produced for you are assigned to you, and confidentiality obligations continue after the contract ends.

Vendor selection checklist

Does the vendor separate preparation from approval and payment release?
Can it show sample SOPs, close checklists and KPI reports?
Is ERP experience proven in your system?
Is a GDPR DPA with SCCs (or UK IDTA) offered, and is KVKK covered?
Is IP and documentation ownership assigned to you?
Is there a parallel-run phase before full handover?
Is there a replacement process and backup coverage?
Are audit support and access for your auditors agreed?
Is there a clear exit and handover clause?

Illustrative scenario: month-end close in a group of three companies

Illustrative scenario – not a client case. A group with three legal entities closes its books on working day 12, and intercompany balances rarely match. A possible setup: one AP specialist and one reconciliation specialist take over invoice processing and bank, payment provider and intercompany reconciliations, a general ledger accountant prepares accruals against a shared close checklist, and the team lead reports open items daily during close week. The group controller keeps review and sign-off, and the statutory accountant receives clean, documented working papers.

Frequently asked questions

Which tasks can be handed over in a finance back office?

Accounts payable, accounts receivable, bank and payment reconciliations, current-account reconciliations, expense processing, e-document routines and month-end close support.

Does it replace our certified accountant?

No. Statutory bookkeeping certification, tax filings and final sign-off stay with your accountant or finance team. We prepare the work and documentation.

How do you support e-ledger processes in Turkey?

The team prepares postings, checks completeness and coordinates with your integrator and accountant so that e-ledger files can be created and submitted on time.

Who approves payments?

Your authorised signatories. Our team prepares payment proposals but never holds final bank release rights.

Which ERP systems do you work with?

We select people with experience in your system, for example SAP, Oracle NetSuite, Microsoft Dynamics, Logo or Mikro.

Can you work for several group companies?

Yes. Multi-entity work, intercompany reconciliations and consolidated close calendars are common scopes.

How do you handle confidentiality?

Through an NDA, a GDPR DPA where personal data is involved, role-based ERP access, managed devices and logged access.

How long does the transition take?

A typical start is 1–2 weeks after the scope is agreed, followed by a parallel run of a few weeks before full handover.

Can you help during audits?

Yes. The team prepares reconciliations, schedules and supporting documents for your auditors.

How is pricing calculated?

Based on volumes, entities, systems, scope, languages and work location. We quote after a discovery call.

Let us review your finance back office

Tell us your entities, systems and monthly volumes and we will propose a team structure, controls and a pricing model. Call or WhatsApp us on +90 850 335 10 87, write to info@360-soft.com, message us directly on WhatsApp, or use the form on our contact page. 360 Soft Marketing Yazılım ve Danışmanlık Ltd. Şti., Nidakule Ataşehir Batı, Barbaros Mah. Begonya Sk. No:1 D:2, 34746 Ataşehir/İstanbul.

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