Caventis
Supplier cost documents, a calculator and material samples, illustrating cost reduction

Outsourcing business case template

A business case that compares in-house, outsourced and offshored options before you commit.

An outsourcing business case tests whether moving work such as finance, customer service or back-office processing to an outside provider makes sense. It compares the current cost and service with realistic outsourced options, including the cost and risk of the move itself.

This template is meant to be completed before you talk to providers, so the case reflects your needs rather than a provider's sales pitch. The Excel workbook holds the cost comparison.

Free to download. Available as Word and Excel.

What's included

  • Background and objectives
  • Scope of processes considered
  • Current cost and service baseline
  • Options: in house, onshore, nearshore, offshore
  • Cost comparison including transition costs
  • Service, risk and people considerations
  • Recommendation and next steps

How to use this template

  1. Define the processes in scope and why you are considering a change.
  2. Measure the current full cost and service levels.
  3. Describe each option and estimate its running and transition costs.
  4. Assess risks, data protection and the impact on staff.
  5. Make a recommendation and set out the next steps and decision points.

Frequently asked questions

Transition costs, management time to oversee the provider, knowledge transfer and the cost of staff changes are often underestimated.

Gather general market information, but write the case first so your requirements lead the conversation.

If personal data will be processed abroad, check UK GDPR requirements for international transfers and include them in the risk section.

Need help putting this into practice?

Every engagement is managed by our founder, starting with objectives agreed with you. Book an introductory call to see how our services offshoring work could help.

Services offshoringBook an introductory call

Related templates

Last updated 22 October 2026