AI in Backoffice & Administration
Manual admin tasks eating up hours every week? Invoices piling up, documents misfiled, reports cobbled together by hand? AI can take the repetitive work off your plate – so your team focuses on what actually matters.
The Problem
Why manual admin work doesn't scale
Manual invoice processing
Every invoice is opened, read, checked, and filed by hand. It works when you have ten a week – but at fifty or a hundred, it's a full-time job nobody signed up for.
Document chaos
Files live in five different places. Naming conventions exist in theory but not in practice. Finding the right document takes minutes instead of seconds – every single time.
Reporting takes forever
Weekly or monthly reports mean hours of pulling data from different systems, copying into spreadsheets, and formatting. By the time it's done, the numbers are already outdated.
AI Approaches
Three starting points that make a difference
No need to overhaul everything at once. Each of these can be introduced independently and expanded step by step.
Automated invoice processing
AI reads incoming invoices, extracts key data (amounts, dates, vendor info), and matches them to purchase orders or accounts. Your team reviews flagged exceptions instead of processing every single one.
- Extracts data from PDFs, scans, and email attachments
- Flags discrepancies for human review
- Improves accuracy as it processes more documents
- Works alongside your existing accounting tools
Invoice_2026_0847.pdf
Vendor: Acme Corp · €4,250.00
Rechnung-NovaTech-Feb.pdf
Vendor: NovaTech · €1,890.00
Scan_Office_0213.pdf
Vendor: Unknown · €780.00
Automated invoice extraction & matching
Automatically categorized and filed
Intelligent document filing
AI reads incoming documents, understands what they are (contract, invoice, HR form), and files them in the right folder with consistent naming. No more hunting through inboxes or shared drives.
- Recognizes document types from content, not just filenames
- Applies consistent naming conventions automatically
- Works with email attachments, uploads, and scans
Automated reporting
Instead of manually pulling numbers from five systems every week, AI aggregates data and generates draft reports. Your team reviews and adjusts rather than building from scratch every time.
- Pulls data from multiple sources automatically
- Generates readable summaries, not just raw data
- Highlights anomalies and trends worth investigating
- A starting point your team refines – not a black box
Weekly Report – Draft
+12%
vs last week
€47.2k
total revenue
3
anomalies
AI Summary
"Revenue up 12% WoW, driven by 3 large deals closed Thursday. Note: shipping costs increased 18% – worth reviewing vendor contracts."
Typical Results
What's realistically possible
No inflated promises. These ranges are based on what we've seen in real projects with small and mid-sized businesses.
5–10h
Saved per week on admin tasks
80–90%
Fewer document filing errors
Minutes
Instead of hours for reports
2–4 wks
From start to first results
Our Approach
How we help you get started
We don't just build something and disappear. By the end, you'll understand how the solution works – and can take it from there.
Analysis
We look at your current admin workflows, document volumes, and existing tools. Together, we identify where the biggest quick-win lies.
Prototype
We build a working prototype and test it with real documents. You give feedback, we iterate – and you see exactly how the AI works.
Handover
You get everything: the prototype, the documentation, and the understanding. Your team can run and evolve the solution independently.
Is this for you?
AI in backoffice makes sense if...
Let's talk about your backoffice
In a free introductory call, we'll look at your current situation and explore which approach could make the biggest difference. No commitment, 30 minutes.