In today’s resource-constrained nonprofit environment, outsourcing is no longer just a cost-cutting measure—it’s a strategic lever for growth, agility, and innovation. At INCPAS’ recent Not-for-Profit Roundtable: Outsourcing for Efficiency, discussions focused on how outsourcing is transforming their operations across finance, IT, communications and more.
Strategic Outsourcing: A Leaner, Smarter Organization
INCPAS staff shared how the Society has successfully managed strategic outsourcing. Starting with IT services, the shift allowed for better coverage and responsiveness, despite initial resistance to changes in support dynamics. Today, INCPAS outsources not only IT but also communications—including social media management through a local marketing firm that tailors content for platforms like Instagram, LinkedIn and Facebook.
This approach has enabled INCPAS to maintain high-quality service while reducing overhead, and it’s a model other nonprofits are beginning to emulate.
Collaboration Across State Societies
One of the most innovative strategies discussed was INCPAS’ “Midwest Collaboration” with other state CPA societies. By sharing speaker costs for continuing education and splitting staffing responsibilities, the Society has created a cost-effective and scalable model for professional development. This regional partnership not only saves money but also fosters knowledge exchange and vendor vetting across organizations.
Vendor Selection: Culture Fit and Communication Matter
INCPAS emphasized that outsourcing success hinges on selecting vendors who align with organizational culture and values. The culture fit is more important than selecting the vendor with the lowest price. The focus pays off in stronger relationships and better service delivery.
The Society has changed IT vendors three times in the past 8–9 years—not due to dissatisfaction, but to adapt to evolving technology needs. This flexibility has allowed them to stay current while maintaining cost efficiency.
Automation as a Form of Outsourcing
Beyond traditional outsourcing, INCPAS is embracing automation to streamline operations. From using AI tools to summarize meetings and events to data analytics platforms that track membership engagement, technology is helping the Society make smarter decisions faster. Invoice automation is another tool that can reduce manual entry and improve accuracy. INCPAS is in the process of transitioning to a new database system with enhanced reporting capabilities.
Maintaining Strong Vendor Relationships
Regular communication is key to sustaining outsourced partnerships. INCPAS meets quarterly with IT vendors and encourages them to attend staff meetings to surface issues early. They also noted added that collaborating with other state societies helps identify reliable vendors and avoid common pitfalls.
Final Thoughts
The roundtable made it clear: outsourcing is not only about saving money; it’s also about building resilient, adaptable organizations. By sharing their experiences, INCPAS and its partners are helping nonprofits rethink how they deliver on their missions with fewer resources and greater impact.
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