Back office and admin
The admin gets done, the same way every time.
Chasing documents shouldn’t be your job.
We take on the admin load: client onboarding, document collection, payment follow-up, your inbox and diary, and the CRM. Bots draft, and a person checks.
Sound familiar?
- Your clients still owe paperwork, and the deadline has not moved.
- Admin eats the most fee-earner time.
- Onboarding a new client means a pile of forms and documents to collect.
- Your inbox and diary are managed in the gaps between client work.
- The founder or a partner is the bottleneck for the admin.
- Invoices to your own clients go unchased while the team is busy with client work.
What we take on for you
Each job has a page of its own: what we take on, who does what and who says yes.
Credit control (payment follow-up)
Polite, persistent, on schedule.
Virtual assistant: founder and PA support
More than a virtual assistant: a trained person, a backup and a manager.
A day in the life
An example day
- 07:30Bot
The bot sorts what arrived in your inbox overnight, drafts replies to the routine messages and gathers the research you asked for.
- 08:30Human
Our person decides what matters and puts it at the top of your day.
- 09:00Human
Clients still owe paperwork for a deadline. Our person lists what is missing and who owes it.
- 09:10Bot
The bot drafts a reminder for each client. It cannot send any of them.
- 09:30You
You say yes to any message in your name that you haven’t already cleared.
- 10:00Human
Our person sends the reminders you have cleared and follows up with each client.
- 11:30Human
Our person files each document that arrives under the right name, and updates the CRM.
- 17:00Human
Our person leaves you a short note: what is done and what is pending.
Bots for your industry
These bots are from our own team, and each one has a job card. Here is what each would do in your business. A named person from our team approves what a bot prepares, and a bot acts on its own only after you say “go ahead with this kind of item”. That list is written down. What we would set up depends on your business, so we scope it with you on a call.
A bot earns trust one step at a time, and demotion is automatic. See how the trust ladder works
- Bot
Ada
Executive assistant
In your business: Sorts the director’s inbox, prepares meeting notes, tracks renewal dates.
Never alone: Send, reply to or forward any email; delete anything; write to shared calendars; accept or decline invites; message anyone; pay or renew anything.
- Bot
Clyde
Engineer and analyst
In your business: Maps where admin time goes and writes a report; any change needs your yes.
Never alone: Send, post, buy or delete anything; change another bot’s instructions, schedule or pause; start a new routine.
- Bot
Penny
Finance
In your business: Matches supplier invoices to payments and flags anything odd; never pays.
Never alone: Pay, delete or void anything; approve or email an invoice; email a supplier; put anything new in the books.
- Bot
Nora
Project manager
In your business: Tracks the move to new software, task by task.
Never alone: Delete anything except its own duplicates; email anyone (each email needs a yes).
Tools we work in
If we don’t know your tool, we learn it in the training week.
- Microsoft Outlook and Teams
- Google Workspace
- Xero
- QuickBooks
- HubSpot, Zoho, Pipedrive or your own CRM
- Asana, Trello, Monday.com, Notion and ClickUp
- Slack
- WhatsApp Business
Proof
New for us. Here’s the closest work we’ve done. In year one, our people entered 1,900+ invoices into the purchase ledger of a London commercial-kitchen group, and checked that each one was addressed to the right company.
24/7 support and monitoring desk
A London commercial-kitchen group
6,784 hours in year one, 6,000+ cold-room alerts, 1,900+ invoices, now in year three
What it costs
You only pay for the hours we cover. The first week is free, and live work is charged from week 2.
One all-inclusive hourly rate, typically 38 to 40% less than the true cost of an equivalent UK hire. See what a UK hire costs
Questions people ask
Which admin tasks can you take off our fee earners?
Anything repetitive and rule-based that can be done remotely: record keeping, CRM updates, document filing and naming, supplier chasing and weekly reports. We usually start with the one task that eats the most time.
Can you chase our clients for documents?
Yes. Our people collect the documents, follow up with each client and keep your inbox and diary moving. A bot can draft the replies, and nothing goes out in your name unless you have cleared that kind of item or you say yes.
Can you chase our clients for unpaid invoices?
Yes. Our person reminds your clients on a schedule you set, using scripts you approve, and sends statements and logs every contact. You decide on credit terms and anything off script, and we take no card numbers.
Do you give legal, tax or regulatory advice?
No. We do not give legal, tax or regulatory advice. We gather the facts and pass anything that needs your authority to you the same day.
Is client information safe with you?
Our people work inside your systems with individual logins you control, and each one signs a confidentiality agreement before any login. Your data stays in your own systems, and we do not download or store it.
Will our team feel replaced?
We position our people as support for your team, not a replacement. Your team trains them, and within a couple of weeks they are usually handing us the jobs they never liked.