Orders, contracts and commissions kept straight

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For context, a full-time in-house assistant costs $4,700 to $9,100 a month once benefits and desk costs are loaded, while managed remote staff run $640 to $2,400 a month full time and PayScale lists the average US virtual assistant at $19.45 an hour (Cherry Assistant, Marblism, PayScale). AssistBPO prices per named assistant for a block of hours.

Usually yes. The assistant works inside a user account you create with the permissions you set, whether that is Salesforce, HubSpot, an order module in your ERP or a spreadsheet-and-email process you have not replaced yet. Order entry is separated from payment approval so one person never controls both ends. If a system is unusual, onboarding includes a documented process written with your team.

Prepare, not write. The assistant works from templates your legal adviser approved, fills the agreed variables, checks the numbers against the quote, routes for signature and files the result. Anything that changes a clause, a liability position or a payment term goes to your named approver. We do not give legal advice and we do not sign anything on your behalf.

The assistant prepares and reconciles, your finance team approves and pays. Deals are pulled from the CRM, matched against the plan rules for splits, thresholds, clawbacks and adjustments, and any mismatch is queried before the pack goes out. Rep queries are logged with a response date so the same question is not asked three times. The pack lands before your payroll cut-off, agreed in onboarding.

That is usually the fastest improvement. Onboarding builds a renewal calendar from your existing contracts with the expiry date, the notice period and the owner for each one. Reminders fire before the notice window, not after it, and the weekly review lists anything inside 90 days. The assistant prepares the renewal paperwork and chases the signature, and your rep has the conversation.

The assistant, on the schedule you set, by email and by phone where the customer has a contact number on file. Purchase orders, signed terms, credit applications and onboarding forms all get chased until they land or you decide to stop. Calls go out with lawful consent and do-not-call scrubbing under TCPA, PECR with TPS screening, CASL and the Australian Do Not Call Register.

Entry accuracy is measured and reported weekly: error rate on order lines, pricing and customer records, found by spot checks and by exceptions raised downstream. New assistants work with a second check on their first two weeks of entries. The monthly audit of open orders and unsigned contracts catches anything that slipped, and the team lead reviews a sample every month.

For a small team, yes, and it works well because both jobs touch the same records. For a bigger team we usually split them: one person on order and contract administration, one on CRM data and reporting, sharing a team lead and one weekly review. The discovery call sizes it against your order volume, contract count and number of reps.

Discovery to a named proposal is 72 hours. Process documentation, system access, the renewal calendar and clearing the current paperwork backlog take the first week. Live order entry and contract routing run from week two, and accuracy and turnaround usually settle by week four once the exception rules have been tested against real orders. Commission preparation usually joins at the first month end, after the plan rules have been documented and checked against one past cycle.