Classic administration

Administration for finance & accounting

Administering inbound (payable) invoices

Checking invoices for content and format requirements including advanced checks such as VIES or your own identifiers (e.g. your PO number).
Comparing the invoiced items with your records.
Handling any non-compliance issues or discrepancies by notifying the sender or taking other actions that you consider appropriate.
Forwarding compliant invoices for your approval.

Preparing and creating outbound (receivable) invoices

Regularly gathering your invoiceable items.
Preparing your invoices in line with the special requirements of your clients.
Sending invoices.
Handling bounced emails and rejected invoices.

Handling receivables and performing related collections

Reconciling payment records and invoices.
Preparing ageing reports.
Reminding overdue clients with gentle phone calls or emails.
Providing data for your accounting and other teams as needed.

Tracking cash-flow

Administering payments received and made.
Tracking and forecasting future cash movements.
Preparing data for your accounting or management team.

Managing your documents

Filing documents and logging them in your document management system.
Converting files, such as PDFs, into editable formats.
Excerpting key content.
Preparing documents for storage and recording any retention requirements.
Notifying you of upcoming contract and subscription expiries or renewals.

Overseeing fixed assets and inventories

Reconciling asset and inventory records based on invoices, delivery notes, stocktaking checklists, and other documents.
Highlighting any detected discrepancies and identifying potentially incorrect or outdated entries.
Administering the resolution of discrepancies, including drawing up logs and protocols.

The scope of finance administration tasks we handle is extensive. Discover more examples in our Smart + Creative group of services.

Administration for sales & marketing

Data collection

From various sources so that the right leads are made available for your sales team to approach, contributing to their success.

Data cleansing

To prepare contact data, eliminate duplicates, fill in missing details, and clarify any ambiguities. All this ensures that those using the information are not held back by unreliable data.

Quote preparation and follow-up

When price quotes are issued routinely with emphasis on accurate details.

Tender (RFP & RFQ) administration

From collecting and organising the required documents and files to ensuring that everything is in place for submission.

Market research and analysis

To support your decisions (e.g. pricing): gathering data from various sources, normalising it, and making it comparable (e.g. adjusting for different units and exchange rates), and visualising it for better clarity.

Reporting

To help you better understand earlier periods and trends, the impact of various contributing factors, or the performance of team members. Our services range from data collection to formatting the results in a layout that is easy to understand.

We handle a wide range of sales and marketing administration tasks. Find additional examples in our Smart + Creative group of services.

Administration for purchasing

Preliminary market research

This helps discover various aspects of the market such as prices, generally available payment and delivery terms, warranties, and any other factor that you consider to be relevant.

Collecting data

This is to create, based on your criteria, a list of suppliers that can be screened and approached for a detailed quotation.

Refining the selection criteria

Based on the findings of the previous steps.

Reaching out

We contact the candidates you shortlist, process the received responses, and ask for clarification if required.

Assessing and ranking the bids transparently

This is performed in line with the criteria you provide.

Back-office tasks

Data cleansing, data enrichment, and data extraction

This can be crucial to the success of your internal customers (such as your sales team or accountant) who rely on the data. We can help with the following (and much more):

Checking records for format, accuracy, and completeness.
Verifying phone numbers and email addresses.
Merging several data sources.
Hand-picking records based on a set of arbitrary criteria.
Completing records, such as addresses or area codes for telephone numbers.

PDF to text conversion

While text can easily be extracted from PDFs under the right circumstances, scanned documents that are then to be reworded or loaded into a database can be trickier to manage, especially when data integrity and editing quality are important.

Services