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Back Office Support

ADVISORY SERVICES

Build a Flawless Financial Foundation

What is Back Office Support?

Back office support refers to the essential administrative and financial tasks that keep a business running smoothly behind the scenes. While these functions—like paying bills, invoicing customers, and processing payroll—don’t directly generate revenue, they are the backbone of your organization. If they fail, operations grind to a halt.

For many organizations, managing these tasks in-house can be a drain on resources, distracting leadership from strategic goals. PBMares’ back office support services take this weight off your shoulders. We act as your dedicated accounting department, ensuring that every transaction is recorded correctly and every deadline is met, giving you a solid foundation for growth.

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Key Benefits of Outsourcing Your Back Office

Handing over your daily financial operations to PBMares drives efficiency and reduces operational risk.

  • Operational Efficiency: We utilize streamlined workflows and advanced technology to process transactions faster and more accurately than traditional manual methods.
  • Cost Reduction: Avoid the overhead costs associated with hiring, training, and retaining full-time bookkeeping staff. You pay for the expertise you need, when you need it.
  • Enhanced Accuracy: Our team of professionals adheres to strict accounting standards, significantly reducing the risk of data entry errors, duplicate payments, or missed invoices.
  • Business Continuity: Never worry about a bookkeeper calling out sick or leaving unexpectedly. Our team-based approach ensures your financial operations continue without interruption.
  • Fraud Prevention: We implement segregation of duties and strong internal controls that are often difficult for small internal teams to achieve, protecting your assets from misuse.

 

Services Overview

  • Accounts Payable (AP): Imagine never having to worry about missed or late bill payments again. We handle every step of your vendor payment process—reviewing invoices, securing approvals, and making timely payments—so you can focus on building strong supplier relationships and keeping your cash flow predictable.
  • Accounts Receivable (AR): Getting paid promptly is vital for your business. We take charge of customer invoicing, ensure payments are applied accurately, and monitor collections, helping you accelerate your billing cycle and keep your bank balance healthy.
  • Payroll Processing: Payroll can be complicated and time-consuming. Let us handle the calculations, deductions, and tax filings for you, so your employees are paid correctly and on time, every time—giving you peace of mind and freeing up your schedule.
  • Cash Management: Stay in control of your finances with our proactive cash management services. We reconcile your bank accounts daily or weekly and monitor your cash position, ensuring that you always know exactly where you stand and can make informed decisions quickly.
  • General Ledger Maintenance: Accurate financial records are the foundation of smart business decisions. We meticulously record every transaction in your general ledger, so your books are ready for month-end reporting and strategic planning whenever you need them.
  • Expense Management: Simplify employee reimbursements and compliance with our expense management support. We process your team’s expense reports efficiently, ensuring every reimbursement is correct and every policy is followed, so you can maintain control and transparency.
  • Financial Software Setup: Whether you’re getting started with QuickBooks or another financial software provider, we can help you manage the selection, setup, and implementation to ensure a smooth software onboarding experience for more timely and accurate books and records.

 

How We Implement Back Office Support

We make the transition to outsourced support seamless and stress-free.

  1. Assessment & Design: Existing workflows and pain points are carefully examined to create a tailored process that addresses the organization’s unique requirements.
  2. Technology Setup: Cloud-based accounting solutions (such as Sage Intacct or QuickBooks) are implemented or enhanced, followed by seamless integration with banking and other essential systems.
  3. Workflow Integration: Clear approval channels and defined communication protocols help maintain oversight and efficiency, ensuring decision-makers stay informed without becoming overwhelmed by operational details.
  4. Ongoing Management: Daily transactions are managed by a dedicated team, with regular updates provided to keep financial records audit-ready at all times.

 

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Meet the Team

Bradford Jones

Bradford Jones

CPA, CVA, CMA, CFF
Partner, Outsourced Accounting Team Leader
Fredericksburg