A back office for
The admin that fills your evenings, answering customers, booking the work, invoicing and chasing what you are owed, handled for you inside the tools you already use.
01://THE LOAD
Nobody chose the back office. It arrived.
It starts as one more thing. A quote to chase, an invoice to raise, a diary to move around. Then it is every evening, and it is yours, because there is nobody else to hand it to.
- The quote you have now chased three times.
- Invoices raised at eleven at night, because that was the first quiet hour.
- Calls that rang out while you were doing the actual work.
- A diary reshuffled twice before lunch, by hand, again.
- The same customer details retyped into four different systems.
- The follow-up nobody sent, so the job went to whoever answered first.
You started this to do the work you are good at. Nobody mentioned the paperwork, and it never leaves.
02://PROOF
We ran this on ourselves first.
Simon automated his own back office before offering it to anyone else. The enquiries, the quotes, the diary, the invoicing and the chasing all moved onto the system. It answers, books and bills a working business every day.
In it, he built three working systems and an app that is in people's hands today.
The client it was built for puts his saving at four to six hours a week, and that is with only the first piece live, a browser extension. His figure, not ours.
The output is the measurement. If the system had not carried the load, none of it would exist, because there would have been no evening left to build it in.
It also means we build the system and we own it, which matters more than it sounds. Most of this trade configures somebody else's platform, and a configurer inherits that platform's ceiling: when you need the thing it does not do, you get an explanation instead of a change. We wrote ours. When it needs to do something new, we change the system, because it is ours to change and we are the ones running a business on it.
It runs every day. It does not take an evening off, and it does not forget the third follow-up.
03://INSIDE
Step inside: every role, wired into one workforce.
You
Overseer
Holds the whole picture and reports to you.
Front Desk
Answers every customer message, fast, in your voice.
Scheduler
Books and confirms appointments and jobs.
Bookkeeper
Invoices and chases payment for you.
Marketer
Brings the next customer in, on repeat.
Phone & SMS
Your calendar
Your invoicing
04://ONE
The behind the business.
05://THE WORK
The duties it takes off you.
Not a category. The actual jobs, the ones with a name, the ones currently sitting in your evening.
- Taking the enquiry
- Every message, form and missed call answered in seconds, at any hour, in your words.
- Qualifying it
- Asks what you would ask, so the work that reaches you is work worth having.
- Quoting
- Prices it from your rules, sends it, and does not forget about it.
- Booking
- Puts it in the right slot with the right person and confirms it back.
- Reminding
- Confirms the day before, so fewer people forget they booked.
- Chasing
- Follows up the quiet quotes and the late payments, politely, on schedule.
- Invoicing
- Raises the invoice when the work is done, not when you next find a spare hour.
- Reconciling
- Matches the money to what it was for, and flags what does not add up.
- Following up
- Notices who has gone quiet while there is still time to do something about it.
- Reporting
- Tells you what happened today, in one message, without you asking.
You approve what matters. It does the rest.
Every duty above, in one place.
06://THE ARITHMETIC
What carrying the back office costs you.
Four numbers you already know, and a fifth only if you want your own hours priced. What this counts is the load: what it costs to carry, and what it takes out of your own week. It is not a verdict on anyone who carries it. We show the working, because you should not have to take a supplier's word for what your own back office costs.
Chasing an update, checking the invoice went out, fixing what got missed, answering "what did we quote them?". The managing counts: an accountant and a dispatcher still leave you managing an accountant and a dispatcher.
Whatever an hour of yours is worth doing the work you would rather be doing: quoting the next job, seeing a client, or not working at half nine. We do not suggest a figure, because it is yours and we would only be guessing. Leave it empty and we will leave your hours as hours.
What the back office costs you a year
Carried by your team
based on what you told us
Carried by you
based on what you told us
The working
- Employer National Insurance at 15% of salary above £5,000.
- Auto-enrolment pension at 3% of qualifying earnings between £6,240 and £50,270.
- Statutory rates for 2026/27. NI and pension are worked out on the full salary, because that is what the thresholds apply to, and only then is the back-office share applied to the total. We do not apportion the thresholds, because HMRC does not.
- Cost to carry, per head, is salary plus NI plus pension, times the share of the week you gave us, times the number of people you told us.
- That share is the assumption in this figure, and it is yours, not ours. It is here because counting whole salaries against a headcount would overstate the number, and a number you can puncture is worth nothing to either of us. The share you give is treated as an average across the people you named.
- Hours a year is the hours a week you gave us, times 52. We do not round it up, and we do not adjust it for the weeks you take off, because we do not know them.
- Your own hours are valued at the rate you gave us and at no other rate. Leave that field empty and your hours stay hours: they are counted, they are shown, and they are left out of the total, which then says so.
- The headline adds two different kinds of cost: wages and on-costs, which leave your account, and your own hours, which do not. We add them because you carry both, and we separate them underneath because they are not the same thing and you may want only one of them.
- Your numbers are the only numbers here. We do not guess a salary, we do not guess what your hour is worth, we do not average either, and we publish none of our own.
That is what the load costs to carry today, and the load is what we take on, not the people carrying it. They stop retyping and start doing the work you hired them for. Those hours come back to you. And when the next van or the next site arrives, the back office does not have to grow to meet it.
07://FIT
Who this is built for.
It is not really about the trade. It is about the shape.
One of anything is manageable. The trouble starts at the second site, the second van, the second diary, the second front desk. The work stops happening in one place, so the back office stops being a desk and becomes a relay: someone asking someone else what happened, and writing it down again. That shape is the same whether you run clinics, vans, studios or branches.
You can tell when a business has crossed it. The answer to a simple question lives in somebody's head rather than on a screen. The same customer gets told two different things by two people who were both right at the time. Work gets done twice, or not at all, because the handover happened in a message nobody wrote down. The diary is accurate until about ten in the morning. And every one of those is fixed the same way it broke: by you, in the evening, from memory.
More of the shape
That is the shape, and it is the reason the back office grows faster than the business does. Every new site does not add its own work, it adds everybody else's: one more place to ask, one more diary to reconcile, one more version of the truth. Two sites is not twice one site. It is one site, plus the relay between them, and the relay is the part that lands on you.
More than one place also buys you something specific. When every branch runs on one system, the questions that currently need a phone call stop needing one. What is in stock, where, right now, across all of them. Which site is quiet next Tuesday. Which branch has not invoiced last week's work. You stop asking, because it is already on the screen.
Where we go deepest.
The shape is not fussy about the trade. Two of them have earned their own page, because the detail is the point and the detail does not fit here.
- Multi-van field service, facilities and utility management. Several crews, a diary that changes by the hour, and an office permanently one step behind the work. See the field service page.
- Premium and multi-site studio groups. Three sites or more, and a load that is not one big thing but a thousand small ones. Its own page is on the way.
If your shape is not on this page, it is probably still the shape. Tell us what your week looks like and we will tell you honestly whether we are any use to you.
You get somewhere to stand.
The owner dashboard
One place where the whole picture sits: what is live right now, what is waiting on someone, what has been invoiced, and what has not been paid. It is the view you currently assemble by asking three people. You do not run the system from it, you see it from it, and you can hand that view to whoever needs it.
Your team, in the app
Two sides, one system. Your people get the side that tells them what is theirs today, and your customers or members get the side that lets them book, reschedule, pay and get answers without occupying a person. Roles decide who sees what, so a new starter is a permission, not a project.
It carries your name, not ours
Everything your customers and members touch wears your brand, and none of it says Raziel. The booking screen, the reminders, the portal, the app: all of it is you. We are the plumbing behind your brand, and your customers never see the plumbing.
08://ASKED
The questions we actually get.
You do not know my sector.
Field service runs on the job: enquiry, quote, schedule, van, invoice, chase. Studios run on the diary: trial, booking, waitlist, renewal, retention. Those are different shapes and they need different builds, which is why we build to the workflow you actually run rather than putting your logo on a template. If we do not know your workflow well enough, you will hear that on the call, not discover it later on your money.
What happens to my team?
They stop retyping and start doing the work you hired them for. The load moves off them, not the other way round. The people who know your customers are the ones who should be talking to your customers, not copying addresses between four systems at half five.
How long does it take to set up?
It depends on how much of the load you hand over and how tidy your systems already are. We start with one duty, get it right, then add the next. You will see the first one working before you commit to the rest, which is deliberate: you should not have to believe us in advance.
What if it gets something wrong?
You approve what matters before it goes out, so a mistake surfaces at your desk rather than at your customer's. Everything it does is logged with the reason, so we can find the rule behind the mistake and fix that, not just apologise for the symptom. It is built to stop and ask rather than guess.
Who owns the data?
You do. It stays in your accounts and your systems, and it leaves with you if you go. We do not sell it, and we do not feed it into anything that learns from it. We will help you take it out if it comes to that, and we would rather build something you stay with than something you cannot leave.
We already use our own diary and invoicing. Do we have to change?
No. It works inside what you already run: your diary, your invoicing, your inbox, your phone. Ripping out working software to accommodate us would be us solving our problem with your money. If we cannot connect to something you depend on, you will hear that before you pay us.
Do we have to hand over everything at once?
No, and we would talk you out of it. Start with the duty that hurts most. One thing, working properly, then the next.
What if we grow?
The load grows and the system takes it. That is rather the point: another site or another van should not quietly become another evening.
What does it cost?
It depends on the size of the load. We do not publish a price, and that is a decision rather than an oversight: a number on this page would be a guess about a business we have not met, and you would be right not to trust it. Tell us what the back office looks like and we will tell you what it costs to carry it.
09://YOURS
Now build yours.
Pick your business type and watch it wire itself. Add or drop roles and channels until the picture matches yours. If a role is missing, name it: we build to order.
Your business
built to fit
Roles to take on
This is not the full list. If the work repeats, we can build a role that owns it.
Channels and tools it runs on
You
Overseer
Your dashboard
Your team app
Every role reports into your dashboard. Every channel you add gets wired.
It carries everything you just picked down to the form, so you are not typing it out again. Add your name and a way to reach you, and we come back on how we would actually build it.
10://START
Tell us what the evenings look like.
Not a demo. A conversation about the load: what arrives, who catches it, and what it is costing you to keep catching it. If we are not your fit, we will say so on the call and tell you what we would do instead.