Administration
Master data, orders, documents, contract registration and periodic checks as a managed process. Automation handles the regular part; people handle the exceptions.
Managed BackofficeProfessional business functions as a managed service
The operation of a larger company, without building every department yourself
Digikwal sets up processes and systems and then manages the recurring execution. Your organisation keeps the substantive decisions; we make sure the work around them happens reliably.
- Standardise
- Set up systems
- Automate
- Running
- Check
- Improve
Managed Operations
Choose the functions your organisation needs
Every function has a clear scope, fixed ways of working and a line between operational execution and entrepreneurial decisions.
Managed Operations
Finance function
A finance operation that is set up, with recurring processing, checks and management information, and qualified human review wherever financial responsibility calls for it.
Managed FinanceMarketing function
Website, CRM, mailings, social, analytics and content publishing in one managed rhythm. Your substantive input is used efficiently across several channels.
Managed MarketingSales environment
Not an operational function we take over, but a managed sales environment: webshop, point of sale, product data, stock processes and integrations. You do the selling; we keep the environment working.
Managed CommerceYou choose per function. Every function has its own scope, its own one-off Implementation and its own ongoing service. So this is not an unlimited all-in package, and functions do not take over each other's work.
The model
From loose recurring work to a managed function
We are not selling an extra pair of hands. We turn recurring work into a process that is described, set up, automated and then carried out structurally.
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Loose recurring work
Work that keeps being left, depends on one person, or is done manually all over again every month.
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Record the process
Trigger, input, output, frequency, volume, decision rules, exceptions and the scope boundary go into the process register.
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Set up systems
The systems, roles, authorisations and integrations the process needs.
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Automate
The regular part is automated, with notifications and check moments where they are needed.
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Checks and exceptions
People look at what deviates, follow up on missing information and raise flags.
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Structural execution
Digikwal executes, monitors and reports within the agreed scope.
The first steps are one-off work: that is Implementation. The last two steps are the ongoing Managed service.
Manageable first, then managed
Setting up, standardising and automating is Implementation. Executing and monitoring structurally is Managed. We only take over an existing setup without a full implementation once we have established that the processes are sufficiently standardised, reproducible and transferable. We quote the Implementation after an intake and assessment.
The process register is the scope
For each process we record the trigger, input, output, frequency, expected volume, automated and human steps, decision rules, exceptions, the systems involved, the owner and the scope boundary. Work outside the process register does not automatically fall within the subscription.
The principle
Automate the regular part. Use people for checks and exceptions.
Most recurring work is predictable. That belongs in the system. People are needed where something deviates or where a decision belongs.
InputA document, transaction or request comes in
AutomaticProcessing according to the recorded decision rules
Check pointHuman review of what deviates
ResultProcessed, recorded and reported
Side path: exception
Handled by a person
Does something deviate, is information missing, or does it fall outside the decision rules? Then a person picks it up, follows it up or puts it back to you. After that it returns to the process.
Where your approval is needed
Some steps must not happen independently. What may happen independently within the rules and what needs your approval, we agree per process in advance. You authorise payments yourself, publications pass by you where that has been agreed, and we create documents only from approved templates.
- Process
- Digikwal prepares
- You authorise
- Digikwal executes
- Recorded and reported
Responsibility
Deciding stays something other than executing
Operational responsibility can be taken over without you handing over entrepreneurial authority.
Digikwal executes within scope
Recording, processing, checking, monitoring, flagging, following up, automating and reporting within the agreed scope. We manage the process, the system and the agreed execution, and report on performance, deviations and opportunities to improve.
You decide
Strategy, commercial course, prices, product range, investments, budgets and risky exceptions. You supply complete and correct information on time and remain responsible for the business accuracy of what you supply.
What falls within the agreed scope
The processes in the process register: executing them, monitoring them, handling regular exceptions within the decision rules, small configuration changes and reporting.
What counts as an extension or a change project
A new process, a new workflow, a new integration or substantially new complexity does not automatically fall within the existing subscription. Depending on implementation, volume, human handling time, exceptions and automation, it becomes a small change within scope, a change project, an extension of the monthly scope, or an upgrade.
A Managed function is a fixed service level with agreed work: not a bundle of hours, not prepaid time, not a virtual assistant, not staffing, and not an employee working exclusively for you. Internal hours are not a balance you can spend, and unused capacity does not accumulate indefinitely.
Why this works
No recruitment for every recurring process
For small organisations, a full specialist role is often too big, while separate suppliers and internal manual work do not provide enough coherence.
Building it internally means
- recruiting and onboarding
- building up specialist knowledge and keeping it current
- continuity and cover during absence or after someone leaves
- choosing, setting up and maintaining software
- process design and work instructions
- supervision and quality control
Managed Operations means
- a function that is set up and recorded
- shared specialist capacity
- a standardised process
- automation of the regular part
- structural execution and monitoring
- checks, flagging and reporting
The comparison with an employee of your own is not about the same number of human hours, but about the result of a functioning function: standardisation, automation, continuity and transferability, without building an HR organisation for this function.
Combining
Separate functions, one coherent operation
Functions can be taken separately and combined later. Where processes touch, systems can connect.
Where functions can connect
- Commerce and Finance
- Marketing and Commerce
- Backoffice and other internal processes
Which connections are possible and worthwhile in your situation is decided per Implementation. Connecting is not an automatic part of every subscription.
Which function belongs to which work?
- Finance — money and financial processing: administration, invoices, banking, checks and management information.
- Marketing — content, campaigns and marketing communications: website, email, social distribution and analytics.
- Commerce — the sales environment: products, orders, checkout, stock processes and sales channels.
- Backoffice — documents, files and internal registers: contracts, subscriptions, licences, assets and administrative follow-up.
The functions do not overlap: Backoffice does no bookkeeping, Finance does no marketing execution, and Marketing does not manage your sales environment. What belongs where, we record per process.
Is it a fit for you?
Who is Managed Operations for?
A good fit when
- recurring work structurally keeps being left
- specialist knowledge is missing or depends on one person
- processes can be standardised and automated
- you want structural execution and continuity instead of ad-hoc help
- you need a function without hiring someone for it yourself
Less of a fit when
- you are mainly looking for loose hours or a block of prepaid time
- standardisation is not possible or not wanted
- you expect unlimited manual processing or unlimited custom work
- you want someone who works exclusively for your organisation
- you also want to hand over the entrepreneurial decisions
I know which function I need
Go straight to the function: Managed Backoffice, Managed Finance, Managed Marketing or Managed Commerce. There you will find scope, packages and prices.
I mainly know where I am getting stuck
Then you do not need to know yet which package you need. The project estimate helps you work out where setup is needed and where structural management adds value.
Which function is holding your growth back?
The project estimate helps you work out where setup is needed and where structural management adds value.