Proposals, contracts and reports formatted and ready
AssistBPO's document preparation services turn your rough drafts, templates and notes into finished proposals, contracts, reports and PDFs. Formatted to your brand, proofread, version-controlled and routed for e-signature.
- Executive & admin
- Employed, screened, managed
One named assistant, employed by the group, who learns your templates and house style and works your hours with a trained backup.
What is document preparation?
Document preparation is the work of taking content from a draft, a template or a conversation and producing a finished, correctly formatted document: proposals, contracts from approved templates, reports, letters, forms and presentations. It covers layout, styles, tables, numbering, proofreading, PDF conversion, merging data into templates and routing the result for review or signature. It does not include legal drafting or advice.
· Reviewed by Issabela Masters
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Document preparation: what we do and how it runs
Document preparation is the work of taking content from a draft, a template or a conversation and producing a finished, correctly formatted document: proposals, contracts from approved templates, reports, letters, forms and presentations. It covers layout, styles, tables, numbering, proofreading, PDF conversion, merging data into templates and routing the result for review or signature. It does not include legal drafting or advice.
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What it is
Document preparation is the work of taking content from a draft, a template or a conversation and producing a finished, correctly formatted document: proposals, contracts from approved templates, reports, letters, forms and presentations. It covers layout, styles, tables, numbering, proofreading, PDF conversion, merging data into templates and routing the result for review or signature. It does not include legal drafting or advice.
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What you get
Proposals, contracts, reports and forms formatted, proofread and sent
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How it runs
Your templates and house style applied every time, in Word, Docs or PDF
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Match
A 20-minute call on the documents you produce, the tools you use, your brand rules and how much drafting versus formatting you need. Within 72 hours we propose a named assistant with samples in your document types, plus a trained backup.
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A named assistant, a backup and a team lead
In your hours, inside your tools, with a reply from a person within 1 business day. Call +1-657-777-0006 or ask for a staffing plan.
Get a staffing plan 06 / 06
Who is the document preparation desk for?
- Consultancies and agencies sending proposals weekly
- Your content is good; the formatting takes the afternoon. Send the notes, get a branded proposal back the same day.
- Law, accounting and advisory firms
- Engagement letters, client reports and template contracts populated, formatted and routed for signature, with the partner reviewing rather than typing.
- Construction and trades
- Quotes, scopes of work, subcontractor agreements and compliance forms produced from your templates while the crew is on site.
- Operations teams with reporting deadlines
- Monthly reports, board packs and SOP documents assembled from your data on a fixed schedule, so the deadline stops being a scramble.
What does the document preparation service include?
These 12 tasks are what AssistBPO's document preparation desk handles as standard for a founder or executive.
- Proposals built from your template with your notes and pricing tables
- Contracts and agreements populated from approved templates you supply
- Reports assembled from data, charts and sections from your team
- Formatting to house style: fonts, headings, numbering, tables of contents
- Proofreading for spelling, grammar, consistency and broken references
- PDF creation, merging, splitting, bookmarking and form fields
- E-signature routing through DocuSign, PandaDoc or Adobe Sign and status chasing
- Version control and file naming in Drive, SharePoint or Dropbox
- Mail merge for letters, certificates and personalized documents
- Template creation and maintenance in Word, Docs and Google Slides
- Conversion between formats and clean-up of pasted or scanned text
- Document log with status: drafted, reviewed, sent, signed
Deliverables and KPIs
AssistBPO reports 6 measures on the document preparation desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Documents returned formatted and proofread | Standard documents within 1 business day, long reports within 3 | Per document |
| Error-free output | Corrections requested after delivery | Per document |
| Signature tracking | Documents signed within 5 days, reminders sent | Weekly |
| Template library kept current | Templates reviewed and version-stamped | Quarterly |
| Document log | Every document with status and owner | Daily |
| Scheduled reports delivered | Recurring reports sent on the agreed date | Monthly |
KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.
How does the document preparation desk work?
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Match
A 20-minute call on the documents you produce, the tools you use, your brand rules and how much drafting versus formatting you need. Within 72 hours we propose a named assistant with samples in your document types, plus a trained backup.
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Onboard
We collect your templates, brand guide and three examples of documents you consider finished, build or tidy the master templates, agree file naming and folder structure, and connect the e-signature tool. The first three documents come back with a change list so the standard is set early.
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Daily rhythm
Requests picked up at the start of the shift in priority order, standard documents returned the same day, long documents with a stated delivery date, signature reminders sent, and an end-of-day report listing every document drafted, sent and signed.
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Weekly review
20 minutes with the team lead: turnaround times, corrections requested, documents waiting on signature, templates worth adding and the reporting calendar for the month ahead. Monthly, the team lead checks a sample of documents against the brand guide.
Hours, coverage and models
AssistBPO staffs the document preparation desk on 3 models. Same-day turnaround in your business hours from the group's two offices: US Eastern to Pacific, UK and Canadian time. Australian Eastern shifts are available on request.
- Dedicated document assistant, 80 or 160 hours a month
- Documents as part of a general virtual assistant plan
- Shared document pod for firms with seasonal peaks such as proposal season or year-end reporting
See what is staffed in your zone on the coverage clock.
What are the terms on the document preparation desk?
The card, the contract terms and the document preparation desk's own numbers, in one place.
| Specification | What you get |
|---|---|
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Managed Pod, three seats or more | From $4,800 a month |
| Desk | Executive & admin desk |
| Standard schedule | Dedicated document assistant, 80 or 160 hours a month |
| Coverage | Same-day turnaround in your business hours from the group's two offices: US Eastern to Pacific, UK and Canadian time. |
| Tools | 9 platforms, including Microsoft 365, Google Workspace, Canva |
| KPIs reported | 6 measures: daily, weekly, monthly |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |
These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. The rate card carries the other currencies, the add-ons and the six things that move a plan off it.
How much does document preparation cost?
Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.
What moves the plan
- Hours a week and whether the desk is dedicated or shared
- Phones: live answering needs a receptionist profile and a backup
- Coverage zone: business hours, after-hours, weekends or 24/7
- Tools and access to set up
- One person or a pod with a lead
What the market publishes
Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.
| Market | Published range | Source |
|---|---|---|
| United States | Virtual assistants average $19.45 an hour on PayScale (range $12 to $30) and $27.15 an hour on Indeed; managed offshore assistants $7 to $15 an hour; Upwork median for one-off tasks about $13 an hour | PayScale and Indeed via Wishup; Zedtreeo and Nacho, 2026 |
| United Kingdom | UK virtual PAs £25 to £45 an hour; offshore full-time admin £900 to £2,000 a month | SVA surveys and UK agency pricing pages, 2026 |
| Australia | Offshore managed admin A$8 to A$35 an hour; onshore A$39.90 to A$65 an hour; agency retainers A$800 to A$3,000 a month | Virtual Coworker, DotVA and Australian VA pricing roundups, 2026 |
| Canada | Canada-based assistants C$25 to C$60 an hour; managed offshore plans US$699 to US$899 a month | Virtual Gurus and VantaStaff published pricing, 2026 |
Security and compliance
- Employed, background-checked assistants under NDA; never freelancers
- Documents edited inside your Drive, SharePoint or document system, never downloaded to local devices
- MFA and managed devices; e-signature accounts accessed as a named user you control
- Contract templates are used as supplied; the assistant never changes legal wording without your instruction
- Client financial and personal data in documents handled under a written access rule
Full control list on the security page and country rules for calls, texts and email on the compliance page. Certifications are listed only when held.
Country rules for this service
AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. Country rules.
- US: financial documents for clients under GLBA are handled with access controls and no local storage
- UK: personal data inside documents is processed under a DPA with the international transfer addendum
- Canada and Australia: documents containing personal data stay in your systems to satisfy PIPEDA and APP 8
Frequently asked questions
How much do document preparation services cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, US virtual assistants average $19.45 an hour on PayScale and $27.15 on Indeed, one-off document work on Upwork has a median around $13 an hour, and managed offshore assistants publish $7 to $15 an hour (Wishup 2026 Industry Report; Zedtreeo and Nacho, 2026). Document work is usually bought as an 80-hour plan or as part of a general virtual assistant.
Do you draft contracts?
No. We populate, format and route contracts from templates you or your lawyer have approved. The assistant fills in names, dates, scope and pricing, checks that every field and cross-reference is complete, produces the PDF and sends it for signature. Any change to legal wording goes back to you or your counsel. That line is written into the engagement so nobody is tempted to cross it under deadline pressure.
How fast can I get a proposal back?
A standard proposal from your template with your notes comes back the same business day, usually within four hours if it arrives in the morning. A long report with charts, appendices and multiple contributors gets a stated delivery date, typically three business days. Peak periods such as proposal season are handled by adding pod hours ahead of time, which is one of the topics in the weekly review.
Will documents match our brand?
Yes. Onboarding starts with your brand guide and three documents you consider finished. The assistant builds or cleans the master templates so fonts, colors, headings, tables and cover pages are consistent, then applies them to every document. The team lead checks a sample against the brand guide every month. If you do not have a brand guide, we write a short one from your existing documents.
Which tools do you work in?
Microsoft Word, Excel and PowerPoint, Google Docs, Sheets and Slides, Adobe Acrobat for PDFs, Canva for designed documents, and DocuSign, PandaDoc or Adobe Sign for signatures. Proposals that live in HubSpot or PandaDoc are built there. The assistant works inside your accounts and your folders, so the file you get is already where it should be, with the name it should have.
How do you handle proofreading and accuracy?
Every document gets a proofreading pass for spelling, grammar, consistency of names and numbers, broken cross-references and formatting slips, using US, UK, Canadian or Australian spelling as you specify. Numbers in pricing tables are checked against the source you provide. Corrections requested after delivery are tracked as a KPI, and the target is zero. Content accuracy remains yours; presentation accuracy is ours.
Can you produce recurring reports on a schedule?
Yes. Monthly client reports, board packs, KPI summaries and compliance documents are put on a calendar during onboarding with the data sources and contributors named. The assistant chases inputs, assembles the document, formats it and delivers on the agreed date. If a contributor is late, you hear about it before the deadline rather than after. The reporting calendar is reviewed each month.
What about scanned or handwritten documents?
Send them. The assistant converts scanned PDFs and images to editable text, cleans the result, applies your template and returns a proper document. Handwritten notes are typed up and structured. For high volumes of scanned forms, the forms processing desk in data and back office runs the batch, and the document assistant handles the finished output.
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Next step
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