Back Office & DocumentsThe day’s office work is done before you get in.
Inbox, calendar, quotes and phone notes all run through the same workflow overnight. In the morning one page is waiting on your desk: what has been dealt with, and the one thing you have to decide.
The problem
Half past six, the computer starts up, and thirty-eight emails are waiting. Two of them matter. By the time you have found those two it is half past seven, the first customer is at the counter, and the call you promised last night still has not been made.
The day-to-day eats the very hours you wanted for costing, quoting or getting out to site. Not because it is difficult, but because it keeps interrupting, and every interruption costs ten minutes before you are back in it.
And the small things nobody writes down, the phone note, the third quote, Thursday’s cancellation, always get lost when the week is busy. Which is to say exactly when it is expensive.
What you get
We connect your inbox, your calendar, your CRM and your scanner as they are; anything that is missing, we set up.
How it works
Capture
Emails, call notes, scanned post, quotes and calendar entries come together in one place overnight.
Process
Each item is linked to a customer or a supplier, summarised in a few lines and prepared for whatever has to happen next.
Deliver
Confirmations, standard replies and filing all happen on their own. Anything that needs a decision stays put and appears in the morning briefing.
Review
You see what the workflow has taken over, what regularly gets left undone, and where the hours in the office actually go.
What it costs
Included: discovery, sorting rules for the inbox, templates for standard replies in your tone of voice, a filing structure, connecting the calendar and the CRM, the morning briefing, testing across two real weeks, handover. The figure depends on the number of inboxes and workflows.
Included: running it, licences, keeping the rules and templates up to date, a monthly report and support.
No lock-in. Cancellable month by month. What keeps you with us is the work, not the length of the contract.
All prices are indicative and are agreed during the call.
Options
Timeline
from Week 7 · Ongoing operation
What you own
The inbox, the filing, the CRM and all the logins sit in your own accounts. If you stop tomorrow, the rules, the templates and the sorted filing stay with you.
We do not make you dependent on us. You are not renting a system, you are getting one.
Common questions
Does the AI read all our mail?+
It reads what passes through the inboxes you give it access to, and it does nothing with it but sort, summarise and prepare. You decide which inboxes and folders are included. Private mail and HR correspondence are normally left out of it, and the processing is recorded in our register of processing activities.
Does the system reply in our name?+
Only in the cases you approve, such as opening hours or an acknowledgement. Everything else arrives as a draft and goes out only when a person sends it. Where a customer is writing to a system, the reply says so.
There are three of us in the office. Is it worth it?+
With three of you it usually pays off more than with fifteen, because your office hours come out of the day of people who should be selling or producing. But if your day is quiet anyway and only runs to twenty emails, we tell you that in the intro call, before you pay anything.
What happens if something is filed wrongly?+
It happens, particularly in the first few weeks. That is why nothing is deleted, only filed, and every correction you make changes the rule for next time. When in doubt, anything urgent is pushed to the top, not out of the way.
Can we keep our email software?+
Usually yes, with Outlook, Google and the usual providers. We settle what you run and what should stay at the discovery stage.
Your morning starts with one page instead of thirty-eight emails.
An intro call, free and with no obligation. We walk through an ordinary office day at your place and tell you honestly whether the effort is worth it for you.