Desk
Data & back-office desk
Back office outsourcing services on the Data & back-office desk cover the work that has to be right and rarely gets done on time. Data entry and cleansing, CRM migrations, transcription, web research, spreadsheets and reports, document filing, forms processing, Notion and Airtable admin, bookkeeping support, HR admin and compliance chasing.
- Named assistant plus backup
- Employed, screened, managed
Twelve services, named specialists, your systems, your hours.
Why this desk is different at AssistBPO
Back-office work is the first thing a busy team drops and the last thing anyone notices until it breaks: the CRM full of duplicates, the invoices keyed late, the certificate that expired last month. The Data & back-office desk gives that work a named owner. Each specialist follows a one-page SOP for every task type, checks their own batch, gets a second check on what matters and sends an end-of-day report with counts and exceptions. A team lead audits a sample monthly on a QA scorecard, so accuracy is a number, not a feeling. Bookkeeping support comes with LedgerBPO for the accounting behind it, and every service can start as a backlog project and settle into a steady part-time routine.
· Reviewed by Issabela Masters
- Twelve back-office services from data entry to compliance admin
- Named specialists with a second check, a backup and a team lead
- Works in your systems; bookkeeping delivered with LedgerBPO
What does the data & back office desk cover?
- Data entryOne named data entry specialist, a trained backup and a team lead
- Data cleansingDedupe, standardize, enrich and archive, with a count for every rule
- CRM migrationField mapping, cleanup, test imports and QA done by a named person
- TranscriptionOne named transcriptionist who learns your names, terms and templates
- Web researchOne named research analyst who learns your market and your format
- Spreadsheets and reportingOne named spreadsheet specialist in Excel and Google Sheets
- Document managementOne named assistant who owns your folders, naming and filing rules
- Forms processingApplications, claims, intake and enrollment forms processed the same day
- Notion and Airtable adminOne named systems assistant for Notion, Airtable and light CRM admin
- Bookkeeping assistantEntries, receipts, bills and invoicing handled daily by a named assistant
- HR adminTimesheets, onboarding files, records and leave handled by a named assistant
- Compliance adminOne register of every license, certificate, insurance and renewal date
Which roles can you hire for data & back office?
Data entry specialist
Dedicated data entry specialist- Typing at 60 words a minute or better with near-perfect accuracy
- 10-key numeric entry for invoices and financial data
- Spreadsheet skills: formulas, lookups, validation, pivot tables
Transcriptionist
Dedicated transcriptionist- Fast, accurate typing with a high first-pass accuracy rate
- Listening through accents, crosstalk and poor audio
- Grammar, punctuation and spelling in US, UK, Canadian or Australian English as required
Research analyst
Dedicated analyst- Search discipline: primary sources first, dates checked, nothing unsourced
- Structured note-taking and comparison table design
- Spreadsheet analysis: pivots, lookups, charts and clean formatting
Bookkeeping assistant
Dedicated bookkeeping assistant- QuickBooks Online and Xero day-to-day operation, including bank rules and reconciliations
- Double-entry basics: knowing which side an entry belongs on and why
- Accuracy and attention to detail with receipts, amounts and dates
HR assistant
Dedicated HR assistant- Discretion with salaries, health information and personal data
- Accuracy on dates, balances and payroll inputs
- HRIS fluency: Gusto, BambooHR, Rippling, Deel or your platform, plus spreadsheets
Operations coordinator
Dedicated coordinator- SOP writing that a new hire can follow without asking
- Vendor coordination with clear, dated requests and a follow-up log
- Automation building in Zapier and Make, plus Airtable and Notion database design
What does a week on the data & back office desk look like?
The same five days run whether the desk is one person or a pod with a lead. Friday ends with the weekly review.
Monday
- Weekend forms, invoices and applications keyed and checked by mid-morning
- Bank feed coded in QuickBooks Online or Xero, query list sent to your accountant
- Weekly sales report reconciled to the source and in your inbox by 9am
Tuesday
- CRM duplicates merged and missing fields filled under the agreed rules
- Timesheets chased and checked ahead of the payroll cutoff
- Research brief delivered with a source and date on every row
Wednesday
- Meeting and call recordings transcribed, action items pulled out
- Certificates of insurance chased from three subcontractors and checked against minimums
- Notion workspace tidied, failed automation reconnected
Thursday
- Migration test batch imported and reconciled, variances listed
- Incoming documents filed and named to the convention, retention list updated
- Customer invoices raised and sent, overdue reminders scheduled
Friday
- Weekly review with the team lead: throughput, error rate, exceptions, next week's volume
- Compliance register report: current, due, overdue, missing
- End-of-week report: processed, pending, waiting on you
KPIs we report
| KPI | Why it matters |
|---|---|
| Accuracy on the audited sample | Back-office work is only useful if it is right. Every service has an accuracy target measured weekly on a sample and monthly on the QA scorecard. |
| Throughput against target | Records keyed, forms processed, files filed, transcripts delivered, per day against the plan, so backlogs shrink on a schedule rather than a hope. |
| Turnaround | Hours from receipt to done for each task type. Items outside the target are named in the end-of-day report. |
| Exceptions raised and resolved | A good specialist flags rather than guesses. We track how many exceptions are raised, how fast you answer them and which ones become new rules. |
| Zero lapses and zero duplicates | For compliance and data hygiene the target is simple: nothing expires unnoticed, nothing is created twice. Both are counted weekly. |
| QA scorecard | The team lead audits a random sample of each specialist's work every month on accuracy, completeness, speed and documentation. |
Tools we work in on this desk
Frequently asked questions
How do you keep back-office work accurate?
Four habits. Every task type has a one-page SOP with screenshots. The specialist checks their own batch before it is submitted. A second person checks a sample, or every record for anything touching money or a customer file. The team lead audits a random sample each month on a QA scorecard and traces every error back to the SOP so it is fixed at the source, not just corrected once.
How much do back office outsourcing services cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, managed offshore assistants are published at $7 to $15 an hour or $640 to $2,400 a month full-time, against a PayScale average of $19.45 an hour for US virtual assistants and $4,700 to $9,100 a month loaded for an in-house hire (Wishup 2026 Industry Report). Backlogs are quoted as projects; ongoing work as a block of hours.
Can we start with a backlog and then keep the work going?
Yes, and it is the most common way to begin. A backlog project has a fixed scope, a daily throughput target and a finish date. When it is done, the same specialist moves to a part-time or full-time routine to keep the queue clear, with no second onboarding because the person and the SOPs carry over. The weekly review sets the ongoing hours from the throughput seen during the project.
Which systems does the desk work in?
Yours. Google Workspace and Microsoft 365, HubSpot, Salesforce, Zoho and Pipedrive, QuickBooks Online and Xero, Airtable and Notion, Shopify, practice and property systems such as Dentrix, Clio, Buildium and AppFolio, and Zapier or Make for the glue. Access is through your own user accounts with least-privilege permissions and can be revoked at any time. If a system has no API or export, the specialist works in it by hand and documents the steps.
How does the bookkeeping assistant work with LedgerBPO?
The assistant does the daily transactional work: receipts captured, bank feed coded, invoices raised and chased, queries listed. LedgerBPO, the group's accounting and billing brand, does reconciliations, month-end, management reports and liaison with your tax adviser. You can pair the two or use the assistant with your own accountant. Tax filings are always made by a licensed or registered professional.
Do you give HR, legal or compliance advice?
No. HR admin runs your people processes to your policies; compliance admin tracks, chases and files certificates and renewals. What a rule requires, whether you comply, how to handle a disciplinary matter or respond to an inspector: those questions go to your HR adviser, lawyer, broker or licensed professional. The desk makes sure they have the documents when they decide.
How is our data protected?
Specialists are background-checked employees of the group under NDA, on managed devices with MFA and no local storage, working inside your systems through least-privilege accounts. Source files stay in your drive or portal, card and bank credentials are never held on the desk, and healthcare records are handled by HIPAA-trained staff under a BAA. UK GDPR, PIPEDA and Privacy Act processing terms are available on request.
Can the work run overnight so it is done by morning?
Yes, on request. The group's second office runs shifts that overlap US evenings and nights, so a batch of invoices, forms or recordings dropped at the end of your day can be processed, checked and logged before your team arrives. Daytime coverage in your own hours is the default; overnight and split shifts are agreed in the staffing plan. The morning handover note lists anything that could not be completed and why.
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Your desk, staffed. Wherever you are.
Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.
Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.
- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data