DigitalPeak

Solutions

Back-Office & Document Operations

Back-office work is where businesses quietly lose the most hours. Information arrives in one format and has to be retyped into another, checked, matched, and filed. We automate the repetitive steps and route the exceptions to the people who should decide them.

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Sound familiar?

Data arrives as emails, PDFs, and forms. Someone retypes it.

  • Orders, invoices, or forms arrive by email and get keyed in by hand.
  • The same customer or vendor exists three times across three systems.
  • Month-end means a day of matching spreadsheets.
  • Errors surface weeks later, when someone downstream trips over them.
  • Only one person knows how the process really works.

What we automate

Back-office processes we take off your team's plate

  • Intake processingForms, emails, and documents captured, checked for completeness, and entered into your system of record.
  • Order and invoice entryEmailed orders and invoices entered, matched to customers, vendors, or purchase orders, and queued for approval.
  • ReconciliationRecords compared across CRM, billing, and accounting, with mismatches flagged in context.
  • Records cleanupDuplicates merged, missing fields filled, and standards enforced, with a cleanup plan you approve before bulk changes run.
  • Document routing and filingDocuments named, filed, and sent to the right owner or queue.
  • Missing-information chase-upsCustomers, vendors, or staff chased for what's missing until the record is complete.

Before and after

Same process. Different owner for each step.

Every step that used to be done by hand gets a new owner: an AI worker, or you, at the checkpoints that matter. Nothing about how your business decides changes; the retyping, chasing, and copying does.

PROCESS-MAP · VENDOR-INVOICE-INTAKE
  1. 01Invoice arrives in the accounts-payable inboxBefore: StaffAfter: AI worker
  2. 02Vendor, amount, and line items entered into accountingBefore: StaffAfter: AI worker
  3. 03Matched to the purchase orderBefore: StaffAfter: AI worker
  4. 04Mismatches flagged with the PO and invoice side by sideBefore: StaffAfter: AI worker
  5. 05Payment approved above your thresholdBefore: StaffAfter: You approve
  6. 06Invoice filed and vendor record updatedBefore: StaffAfter: AI worker

6 steps · 5 automated · 1 human checkpoint

Illustrative process

The workers we deploy

The AI workers behind this solution

DP-05
Operations & Admin

Data & Records Agent

Your CRM, finally clean. And it stays that way.

Used in: Back-office, Revenue ops, Internal ops
DP-06
Operations & Admin

Ops Agent

Runs the internal grind: scheduling, routing, reports, chase-ups.

Used in: Back-office, Customer service, Internal ops
DP-07
Custom

Custom Agent

Your process doesn't fit a blueprint? We build the worker around it.

Used in: any process no blueprint covers

Human checkpoints

Where you stay in the loop

  • Approvals above the thresholds you set.
  • New vendors, customers, or accounts.
  • Any mismatch the worker can't resolve from your rules.
  • Bulk record changes, which run only after you approve the plan.

How the control model works

Metrics

What we measure

  • Hours of manual entry per week
  • Error and rework rate
  • Time from receipt to posted
  • Share of items needing a human

We baseline these in the Blueprint and report against them every month. No invented benchmarks; your numbers, before and after.

Integrations

Systems we typically connect

  • QuickBooks
  • Google Workspace
  • Microsoft 365
  • Your CRM
  • Your industry software
  • Internal databases

Don't see yours? Ask us.

FAQ

Back-office automation, answered

Can it read PDFs and scanned documents?
Often, yes. Document formats vary a lot, so we test your real documents during the Blueprint and tell you what accuracy to expect before we quote the build.
What happens when a document doesn't match?
It doesn't guess. The worker flags the item with the source document and what didn't match, and it waits in your queue.
Do we need a modern ERP or accounting system?
No. We work with what you run. If a system offers no way in, we'll say so in the assessment and design around it.

Ready when you are

Bring us your back-office process.

We'll map it with you and show you what can come off your team's plate.

Book an assessment See pricing