Contracts
Digikwal flags that a contract is expiring. You decide whether the contract is renewed.
Managed Backoffice
Your internal administration. Handled for you.
From documents and contracts to files and internal records. Digikwal sets up recurring administrative processes properly and makes sure they are then carried out and kept up to date structurally.
Amounts per month, excluding VAT.
- A document or request
- Record and classify
- Check for completeness
- Update the file or register
- Follow up and monitor
- Done and recorded
Sound familiar?
Administration that keeps being left
The work is often not complicated. It just has to be done every single time. Managed Backoffice turns loose administrative tasks into fixed processes.
Many small organisations do not need a full backoffice employee, but do have recurring administrative work every week.
- contracts nobody knows the exact expiry date of
- documents spread across mailboxes and folders
- files that are not complete
- licences and subscriptions tracked by hand
- assets where it is unclear who is using them
- onboarding checklists that are organised from scratch every time
- missing data that always has to be chased
- internal forms that keep being left
- recurring records that depend on one employee
What we manage
Every administrative object gets a place, a status and an owner
Recording is not the same as keeping things organised. That is why we record, per type of administration, where it belongs, who is responsible for it and when something needs to happen.
Contracts
- Register
- Start and end date
- Notice period
- Person responsible
- Renewal moment flagged
Documents and files
- File structure
- Classification
- Completeness check
- Digital archive
- Standard documents from templates
Company registers
- Subscriptions
- Licences
- Supplier details
- Locations
- Internal contact details
Assets
- Type
- Serial number
- User
- Location
- Issue and return status
Internal forms and requests
- Registration
- Route
- Status
- Follow-up
Administrative onboarding and offboarding
- File
- Document checklist
- Assets
- Records
- Closing
This is about administrative completeness and structure, not about legal or other substantive assessment. Technical management of IT equipment does not automatically fall under Managed Backoffice, and recruitment, payroll, employment law advice and HR decision-making are not part of it.
Follow-up
A record is only finished once something is done with it
Every object has a status. As long as action is needed, it stays visible, including the due dates we monitor.
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New
Received, recorded and classified.
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Checked
Administratively complete, or we know exactly what is missing.
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Action needed
Missing information, an expiring contract or a due date coming up.
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Followed up
We have obtained the information, or placed it with you where a decision is needed.
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Completed
Recorded in the right register and included in the periodic review.
We actively monitor due dates, notice periods and deadlines, and we flag missing administrative information. Periodic checks are part of the process, so that registers do not quietly go out of date.
Automation
Automate what happens the same way every time
Before we start carrying out work, we look at where that work comes from: which steps are always the same, which data can be processed automatically, which flags can be automated and where human review has to stay.
NormalA document comes in
AutomaticClassification and registration
CheckCompleteness and decision rules
DoneConfirmation and recording
Side path: exception
Handled by a person
Is information missing, does a document deviate, or does it fall outside the decision rules? Then an employee handles it, follows it up or puts it back to you for a decision. After that it returns to the process.
Automation does not mean all human review disappears. Automation handles the regular part; people watch the exceptions. That is why you are not buying a number of hours: a well-automated process can carry out hundreds of actions without hundreds of hours of human work. Managed Backoffice is not a bundle of hours, not prepaid time, not a virtual assistant and not staffing.
Packages
How much administrative responsibility do you want to assign structurally?
All prices are per month and exclude VAT. Implementation, SLA arrangements and large one-off migrations or clean-up projects are not included.
What is in which package?
| Component | Managed Backoffice Essentials €295 p/m The recurring administration that no longer has to be left with you. Discuss Essentials | Managed Backoffice €895 p/m A structurally managed backoffice without having to staff it entirely yourself. Discuss Managed Backoffice | Managed Backoffice Plus €1.695 p/m An extensive backoffice function without hiring a full backoffice employee yourself. Discuss Plus |
| Documents and files | |||
| Document management | Basic | Extensive | Extensive |
| File management | Basic | Included | Extensive |
| Contract administration | Basic | Included | Extensive |
| Registers | |||
| Company registers | Basic | Included | Extensive |
| Assets | Basic | Included | Extensive |
| Processes and follow-up | |||
| Managed processes | Limited | Several | Extensive |
| Onboarding and offboarding | Extension | Included | Extensive |
| Administrative follow-up | Basic | Included | Extensive |
| Exception handling | Limited | Regular | Extensive |
| Checks and reporting | |||
| Periodic checks | Basic | Included | Extensive |
| Reporting | Basic | Periodic | Extensive |
| Automation | Included | Included | Extensive |
The choice of package does not depend only on the number of ticks. The volume, the number of processes, the human processing needed, the exceptions and the complexity also determine which package fits. Not just the number of employees.
The following may also apply: Backoffice Implementation · large data migrations · one-off clean-up projects · substantial new processes · unusual integrations · additional services · additional availability arrangements. Arrangements about response time, priority and availability are made separately.
Clear roles
Business decisions stay with you
We manage the administration around your organisation. You remain the one running it. For every process it is fixed where the decision sits.
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Signal
A due date is approaching, a file is incomplete or a request comes in.
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Digikwal records and prepares
We record it, check it administratively and prepare what is needed for a decision.
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Your decision
Renew or cancel, choose a supplier, hire someone and on what terms.
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Digikwal processes what follows
The administrative handling, recording and follow-up of your decision.
Suppliers
Digikwal checks a supplier file administratively. You choose the supplier.
Onboarding
Digikwal runs the onboarding workflow. You decide who is hired and on what terms.
Managed Backoffice is not a management role, not a legal service and not an HR advisory function, and does not provide an employee working exclusively for your organisation.
Clear boundaries
Backoffice is not the same as Finance, Marketing or Commerce
The same organisation can combine several Managed services, but every function has its own clear responsibility. They are separate services with their own scope and their own price.
- Managed Backoffice — internal documents, files, contract registration, internal registers, assets, administrative follow-up and internal administrative workflows.
- Managed Finance — bookkeeping, invoices, financial processing, bank reconciliation, financial reports and other financial administration.
- Managed Marketing — newsletters, campaigns, website content, social media, marketing automation and marketing reporting.
- Managed Commerce — point of sale, webshop, checkout, sales, products, stock functionality, orders and commerce payments.
If what you are mainly looking for is bookkeeping, marketing support or shop and webshop management, one of those functions is the starting point. See also the overview of Managed Operations.
Implementation
Set up properly first. Then run it structurally.
Managed Backoffice starts with mapping out and setting up the processes. We do that as a project, before the execution begins.
- Process assessment
- Process design
- Files, documents and registers
- Roles and authorisations
- Automations and notifications
- Migration and testing
- Managed execution
Depending on your situation also: a contract register · a supplier register · a subscription and licence register · an asset register · internal forms · onboarding and offboarding workflows · document templates · integrations · work instructions · training
The process register is the scope
At the start we record which administrative processes Digikwal manages, which information is needed for them, which steps run automatically and when your approval is required. That way we both know what has and has not been agreed, and the work can be carried out in a transferable way.
A completely new process is not automatically included because you take Managed Backoffice. Substantial new processes may require an additional implementation or a change of package. We only take over an existing administrative setup without a full implementation when the processes are sufficiently standardised, reproducible and transferable.
We quote the Implementation separately. The implementation pays for designing and setting things up once. The monthly subscription pays for carrying it out and monitoring it structurally afterwards.
Is it a fit for you?
From loose work to a managed function
The question is not whether the work has to be done, but whether it still depends on individuals.
- The work stays with the owner
- The work becomes a recorded process
- The function is managed
A good fit when
- you or your employees do a lot of recurring administration yourselves and it regularly keeps being left
- documents and files are scattered and contract deadlines are tracked by hand
- nobody really owns the internal records
- onboarding has to be organised from scratch every time
- you need administrative capacity but not a full employee
- you want to be less dependent on one internal employee
Less of a fit when
- you are mainly looking for an ad-hoc virtual assistant or want to pass on arbitrary tasks on demand
- you actually need an exclusive full-time employee
- every administrative action is bespoke
- practically every step requires a management decision
- you are mainly looking for bookkeeping, marketing support or webshop management
- you are looking for specialist legal or HR advice
An organisation can have enough administrative work to need structural support without that requiring a full working week of human processing every week. You are not buying the same number of hours as a full-time employee, but a managed function set up around the work that actually has to be done. Whether that works out cheaper for your situation than an employee of your own depends on your processes and volumes; we would rather work that out together than make a general claim about it.
Why Digikwal
What makes Managed Backoffice different
We do not simply put someone behind your administration. We set the process up properly first and then take over the agreed execution structurally.
Administrative continuity
The work does not depend on one person, not at our end and not at yours.
Central registers
Documents, contracts, licences and assets are in one place, with an owner and a status.
Follow-up as part of it
Due dates and missing information are monitored and followed up, not just recorded.
People and automation together
We automate repetitive work; checking, follow-up and exceptions stay human work.
One party designs the process and then runs it, with a fixed scope and a fixed monthly amount, set up to be transferable.
How much administration is still left with you today?
We map out which recurring administrative processes your organisation has, what we can automate and which part Digikwal can take over structurally. If an employee of your own is more sensible for your situation, we will say so.