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
Back office and admin
The admin gets done, the same way every time.
Suits food businesses, property and facilities teams, online shops and professional services: anywhere invoices, records and filing are piling up.
What we take on
- Data entry and record keeping in your systems.
- Supplier invoices, statements and credit notes entered into your purchase ledger (for example in Xero), with checks that each invoice is addressed to the right legal entity.
- Quotes and invoices created from a product or price database.
- CRM updates, ticket tagging, document filing and naming.
- Delivery notes and wholesale order processing.
- Supplier chasing and timesheet exports.
- Weekly and monthly reports.
Who does what
Bots do the repetitive work. A person checks, decides and says yes, and nothing goes out without it.
Human
Enters, checks each invoice is addressed to the right company, files and reports.
Bot
Reads invoices and documents and pre-fills the entries.
Never alone: Approve or pay anything.
Who says yes: You, on approving or paying anything. That stays with you.
A task, from start to finish
An example day
- 09:00Bot
The bot reads the day’s supplier invoices and documents, and pre-fills the ledger entries.
- 09:30Human
Our person checks each entry against its invoice, and makes sure it is addressed to the right company.
- 11:00Human
Our person enters the invoices and files each document under the right name.
- 11:30You
Approving and paying stay with you. We never approve or pay anything for you.
- 16:30Human
Our person adds the day to the weekly report: what was entered and what is still waiting.
Tools we work in
If we don’t know your tool, we learn it in the training week.
- Xero
- QuickBooks
- Stripe (view only, no card handling)
- Google Workspace
- Microsoft Outlook and Teams
- HubSpot, Zoho, Pipedrive or your own CRM
- Asana, Trello, Monday.com, Notion and ClickUp
Proof
In year one, our people entered 1,900+ invoices into the purchase ledger of a London commercial-kitchen group.
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
Industries where this matters
Questions people ask
What kind of admin can you take on?
Anything repetitive and rule-based that can be done remotely: invoices and ledger entry, data entry, CRM updates, filing, supplier chasing and reports.
Can you approve or pay invoices for us?
No. We never approve or pay anything, and we have no access to your bank accounts. We enter and check. Approving and paying stay with you.
Which accounting tools can you work in?
Xero and QuickBooks, plus most helpdesks, CRMs and business tools. If we don’t know your tool, we learn it in the training week.
How do I know the work is right?
You get a weekly report every Friday and a monthly report with volumes, processing times, accuracy and trends. Our project manager checks quality daily in the first weeks, then spot-checks weekly.
Do you write down how we do things?
Yes. Most businesses keep their process in someone’s head. We write it down, and you own it.