Outsourced Administrative & Accounting Management in Paris

Picture your week without the stack of unprocessed supplier invoices, without the client chase-up emails you keep postponing, without the stress of the monthly VAT return due on the 24th, and without the payslips to verify before the bank run. This is what outsourced administrative and accounting management delivers in practice to Paris SME founders and managers: the freedom to focus on your business while a specialist team handles the daily operational mechanics with the same rigour as an in-house finance department — at a fraction of the cost.

Hayot Expertise, at 58 rue de Monceau, Paris 8, offers a fully outsourced administrative and accounting management service calibrated for companies with 5–50 employees whose activity volume does not yet justify a full-time internal hire, or whose management team prefers the quality and continuity of professional outsourcing over the HR complexity of an internal recruitment.

Before proposing a solution, let us quantify the problem. Research by IFOP in 2025 found that French SME founders spend an average of 11 hours per week on administrative tasks — nearly 30% of their working time. This time goes to processing administrative emails, completing regulatory forms, chasing unpaid invoices, preparing documents for the accountant and responding to tax or social security requests. At a founder's hourly value of €50–€100, this translates to an annual economic loss of €28,000–€55,000 in diverted attention.

Administrative errors carry direct costs too. A miscalculated VAT return triggers a 5% penalty on the shortfall. A late DADS filing costs €150 per undeclared employee. A missed supplier payment loses an early-payment discount of 2–3%. Over 12 months, these cumulative costs frequently exceed the fee for a complete outsourcing service — making the business case straightforward.

Client Invoicing and Collections Management

Invoicing is the first task founders outsource — and one of the most impactful. Our service covers:

• ▸Invoice preparation and dispatch to your specifications: PDF, structured Factur-X format (mandatory for B2B e-invoicing from 2026), or transmission through your approved dematerialisation platform (PDP)
• ▸Accounts receivable monitoring: weekly dashboard of outstanding invoices by age and amount, with alerts on overdue balances
• ▸Structured collection process: friendly reminder at D+10 past due, firm follow-up at D+30, formal notice at D+45, coordination with a debt collection firm or lawyer for disputed amounts
• ▸Cash matching: daily reconciliation of incoming bank transfers against open invoices
• ▸Credit note management: issuing and allocating credit notes for returns, disputes and commercial adjustments

Purchase and Supplier Management

• ▸Supplier invoice receipt and processing: dematerialisation via Dext, mandatory legal information check, amount and VAT code validation
• ▸Three-way matching (purchase order / delivery receipt / invoice) for companies with recurring procurement flows
• ▸Payment scheduling: sequencing payments against contractual terms and cash position, optimising the days-payable-outstanding (DPO) without damaging supplier relationships
• ▸Expense claim management: collection via Dext or Expensya, fiscal compliance check (recoverable VAT, deductibility of expense types), reimbursement to employees

Treasury Monitoring and Cash Forecasting

Cash is the primary health indicator of any SME, yet fewer than 30% of French SME founders monitor it formally each week. Our treasury service includes:

• ▸Daily bank reconciliation: every movement is categorised, matched and verified in real time within Pennylane
• ▸Weekly cash dashboard: current balance, payments due this week and next, expected receipts, projected balance at D+7 and D+14
• ▸12-week rolling cash forecast: modelling inflows and outflows, identifying tension points before they become crises
• ▸Overdraft alerts: automatic notification when the balance approaches a threshold you set
• ▸Banking coordination: facility requests, scheduled payment batches, loan instalment tracking

Regulatory Filings — VAT, DSN, CFE

We manage your entire compliance calendar:

• ▸Monthly or quarterly VAT (CA3): collection of sales and purchase data, calculation of VAT due or recoverable credit, e-filing and e-payment via the DGFiP professional portal
• ▸Monthly Nominative Social Declaration (DSN): transmission of payroll data to URSSAF, AGIRC-ARRCO pension funds, health insurance and disability insurers — with systematic data-consistency checks before submission
• ▸CFE (local business tax): base verification, payment scheduling
• ▸Annual tax return data preparation: collection and transmission of adjusted data to the chartered accountant for the annual liasse fiscale

Day-to-Day Bookkeeping

• ▸Bank transaction import and categorisation: automatic integration of bank statements into Pennylane, allocation to cost and revenue accounts in your chart of accounts
• ▸Invoice processing: entry of purchase and sale invoices, third-party account (client/supplier) matching
• ▸Fixed asset management: asset card creation, depreciation calculation (straight-line, reducing-balance, component method), fixed asset register maintenance
• ▸Accrual entries: period-end provisions, accrued expenses, deferred income and prepaid charges

Monthly Management Reporting

Every month, you receive a plain-language summary readable by any non-accountant:

• ▸Monthly P&L and year-to-date cumulative result
• ▸Revenue billed vs target and vs prior-year month
• ▸Gross margin by service or product line
• ▸Fixed vs variable cost analysis: variance against budget
• ▸Available cash and 4-week projection
• ▸Accounts receivable summary: total outstanding, overdue amount, top 5 debtors

• ▸TPE/PME with 3–50 employees where the founder currently manages administrative and accounting tasks personally and wants to delegate without hiring
• ▸Growth-stage startups that need a structured administrative function but are not yet ready for an in-house team
• ▸Self-employed professionals (doctors, lawyers, architects, consultants) who want to focus entirely on their technical activity
• ▸Associations and foundations where volunteers lack the expertise or bandwidth for routine accounting
• ▸Companies in transition: departing administrative employee, ERP migration, organisational restructuring

What is the difference between your service and a standard accountant? An accountant produces your annual financial statements and tax returns — periodic engagements. Outsourced administrative management is a daily and weekly service: invoicing, collections, bank reconciliation, monthly filings. The two are complementary and we offer them together.

Is my data secure? Yes. All data is processed on certified platforms (Pennylane, Dext, Silae), hosted in France, GDPR-compliant. Access is secured by two-factor authentication.

Can I outsource partially and keep some tasks in-house? Absolutely. We design your package around your preferences. For example, you may retain the client relationship and delegate only invoicing, collections and VAT returns to us.

How quickly can you be operational? Generally within 5–10 business days: time to configure Pennylane, connect your bank feeds and invoicing tools, and brief your team on document transmission workflows.

📍 58 rue de Monceau, 75008 Paris | Contact us

See also: Outsourced CFO services | Bookkeeping and accounting review | Payroll management