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Back office automation

Back office on autopilot — administration that takes care of itself

Invoices, receipts, data entry: your team spends hours on administration instead of work that adds value. Back office automation frees up capacity, eliminates errors and brings order to your systems. Automated and GDPR-compliant.

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The problem

Why administration takes up so much time in mid-sized companies

Three bottlenecks that slow down your back office and tie up resources.

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Paper piles and manual entry

Invoices arrive by email, post and PDF. Each one is opened, checked and keyed into the system by hand. Mistakes happen, and it takes time. Every day. Every week. Every month.

15+ hrs/week on data entry
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Breaks between systems everywhere

The CRM says one thing, accounting another, and Excel has yet other figures. Data is maintained twice, copied by hand and still does not match. That costs not just time, but also trust in your own numbers.

3+ systems without sync
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Errors in accounting

Manual processes mean human error: wrong account assignment, forgotten receipts, late approvals. The result is rework, delays at year-end close and unnecessary costs at your tax advisor.

8% error rate with manual entry

The solution

How back office automation creates order

We digitise and automate your back office processes, so your team can focus on tasks that really need human attention.

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Automatic invoice processing

Incoming invoices are recognised, read, validated and routed for approval automatically. Once approved, they are posted in your accounting system without manual intervention.

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Intelligent receipt capture

Receipts arrive by photo, email or scan. They are categorised automatically, matched to the right transaction and archived. AI-based text recognition ensures precise data extraction.

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System synchronisation

CRM, ERP, accounting, HR tool: all systems are synchronised automatically. One record, one source of truth. No duplicate maintenance, no conflicting figures.

Use cases

4 back office workflows that relieve your team immediately

Concrete automations that cut administrative effort by hours every week.

1

Processing incoming invoices

An invoice arrives by email. Sender, amount, due date and cost centre are recognised automatically. The responsible employee receives an approval request via Slack or email. Once approved, the invoice is posted directly in LexOffice, DATEV or sevDesk.

2

Preparing payroll

Working-time data, leave days and absences are collected automatically from your time-tracking tool and handed over as a prepared summary to your tax advisor or payroll department, on time for the cut-off date.

3

CRM and ERP data reconciliation

Customer data, orders and invoice status are synchronised automatically between CRM and ERP. Changes in one system are reflected in the other immediately: no manual transfer, no outdated data.

4

Onboarding new employees

A new employee is created in the HR system. The email account, access rights, hardware order, welcome email and onboarding plan are then created automatically. The first day is prepared without anyone working through a checklist.

Results

What back office automation actually saves

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0
hours saved per week
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0%
fewer errors in data entry
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processing time for incoming invoices

Frequently asked questions

Back office automation in mid-sized companies

Which back office processes can be automated?
Almost all rule-based routine tasks in the back office can be automated: invoice processing and posting, receipt capture, data synchronisation between CRM and ERP, HR onboarding, approval processes, dunning runs and much more. Companies typically save 15+ hours per week this way.
Do I have to switch my existing accounting software?
No. We integrate with your existing systems, whether LexOffice, DATEV, sevDesk, Sage or SAP Business One. The automation runs between your existing tools, not in place of them.
How secure are automated back office processes?
Very secure. Automated processes reduce human error by up to 90%. We also use validation rules, exception workflows and audit logs. All data is processed in line with GDPR, preferably on European servers.
How long does it take to introduce back office automation?
We start with the workflow that has the biggest impact. We set the timeline after the AI Check. We begin with the process that saves the most time and automate further steps one by one.
What happens with special cases and exceptions?
Special cases are recognised and escalated automatically to the responsible person. Our workflows distinguish between standard and exception cases, so routine tasks are handled automatically while complex cases still get human attention.

More areas of automation

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Related content

Guide
Automating bookkeeping: how to save hours every week
Tool
Automating Lexoffice
Cost guide
What does workflow automation cost?

Next step

Ready to put your back office on autopilot?

Tell us briefly which receipts, invoices or approvals you want to automate and which systems are involved. You get a written assessment of feasibility, run locally or in the EU, without a call.

Thank you, your enquiry has arrived.

You will receive a written assessment by email within one working day.

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