Quality Control
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Built-In Expertise. Layered Oversight. Uncompromised Accuracy.
When you trust us with your numbers, you expect more than speed. You expect accuracy, consistency, and zero surprises.That’s exactly what you get. Every task we complete undergoes a structured, two-tier quality control process, built on ISO-certified systems and proven best practices. Because when it comes to your accounting, payroll, or compliance, “good enough” isn’t in our vocabulary.
Why Quality Control Matters When You Outsource
How We Think About Quality
We have incorporated a Six Sigma-based approach, which means we focus on eliminating defects and decreasing variation. In a more practical sense? We measure errors, note trends, and continually improve our processes, so the same error does not get repeated.
Our quality framework is backed by:
- ISO 27001:2022 Certification: International standard for information security management
- ISO 9001:2015 Certification: A worldwide standard that provides the framework for quality management systems
- SOC 2 Type 2 Certification: Validates our controls for security, availability, and confidentiality of client data
- Dedicated Information Security Officer: Formally responsible for imposing all security protocols
- Independent Third-Party Audits: Security program reviewed regularly by a third-party expert
Periodic Penetration Testing: All systems are tested regularly by third-party specialists to identify vulnerabilities before they become risks
The Two-Tier Quality Control System
First Line of Defense
Every completed assignment is checked by our dedicated QC team, no matter who completed the work. This helps make sure there is no subjectivity and we are paying meticulous attention to detail.
What they check:
- Numbers match source documents.
- Formats follow your specifications.
- All required documents are attached.
- Client-specific checklists are completed.
- Industry standards and compliance requirements are met.
The 5% rule: If a task has an error rate above 5%, it doesn’t get approved. It goes straight back for correction. No exceptions.
This creates an immediate feedback loop between QC and operations, which means our team is constantly learning and improving.
Second Line of Defense
After the QC team approves a task, it goes to a senior-level reviewer for a second validation. Think of this as the “quality check on the quality check.”
What they do:
- Conduct randomized audits and spot-checks.
- Focus on high-complexity or high-risk tasks.
- Validate the QC team’s decisions.
- Look for patterns across multiple clients.
- Incorporate client feedback and historical error data.
- Ensure consistency in how different teams apply our standards.
- This second layer isn’t about distrust; it’s about catching what even experienced eyes might miss and identifying systemic issues before they affect multiple clients.
Internal Controls: Quality Happens at Every Step, By Design
SOP-Driven Delivery
Every service we deliver follows a documented Standard Operating Procedure (SOP). No guesswork, no improvisation, each step is documented, tested, and applied consistently. When a process changes or there is a better way to do the work, we change the SOP immediately. Continuous improvement is part of our way of operating.
Defined Ownership
Every task is executed under a clear three-role structure: Preparer (does the work), Checker (reviews for quality), and Approver (final sign-off). No task leaves our system without all three validations. This eliminates ambiguity, enforces accountability, and ensures quality at every stage.
Complete Audit Trail
Every action on every file is logged with user ID, timestamp, version history, and review notes. Nothing is invisible. If an issue arises, we can trace exactly what happened, when, and by whom. Full transparency and complete traceability are non-negotiable standards.
Issue Logs and Root Cause Analysis
Errors are corrected & documented. Each discrepancy is logged with details of what went wrong, why it happened, who was involved, and how it was resolved. We analyze these logs regularly to identify trends, eliminate recurring issues, and strengthen the system against future risks.
Corrective Action Process
When patterns emerge, such as repeated errors across tasks, we act immediately. Corrective measures include targeted retraining, SOP updates, added checkpoints, or complete process redesigns. We don't patch problems temporarily; we eliminate them at the source to safeguard long-term quality.
What Happens When Something Goes Wrong? Our Error Response Protocol
Immediate Escalation Process
If an error is identified, whether by our team or by you, it triggers our escalation protocol:
- Immediate acknowledgment within 2 hours
- Root cause analysis completed within 24 hours
- Corrected deliverable provided per agreed SLA
- Prevention plan documented and implemented.
Client Notification
We don’t hide mistakes. If an error affects you, we tell you:
- What happened
- What we’ve done to fix it
- What we’re doing to prevent it from happening again
No-Cost Corrections
If we make a mistake, we fix it at no charge to you. Period. Quality guarantees mean something only if we back them up.
Why Our Quality Control Approach Is Different
Prevention Over Detection
We don't just catch errors, we build processes that prevent them from happening in the first place. That's the Six Sigma mindset.
No Single Point of Failure
With a two-tier review, clear ownership, and full audit trails, errors are flagged multiple times before they reach you.
Continuous Improvement Culture
We do not treat quality as a destination or an endpoint. Each month, we log our metrics, review our error logs, and tweak our processes. We are always making improvements.
Client-Centric Approach
Quality is not defined by what we think is good; we define it by what you need. We tailor our QC checklists and reviews to your specifications.
Transparency and Accountability
We show you our quality metrics, share our audit results, and take ownership when things don't go perfectly. No hiding. No excuses.
Ready to Experience the Difference?
If you’re tired of worrying whether your outsourced accounting is being done right, let’s talk. We’ll show you exactly how our quality control process works and how we can customize it for your specific needs.