AI Department
Back Office / Finance
Paperwork that handles itself
Invoices go out on time, payments get tracked, books stay clean — and your finances are tax-ready every quarter, not just every April.
What is the Back Office / Finance?
Deptly's AI Back Office Department is a fully managed service that handles invoicing, payment tracking, bookkeeping, vendor coordination, and budget planning for small businesses. Routine entries run automatically; large purchases and vendor contracts route to the owner for approval. It does not replace a CPA for tax filing.
Sound Familiar?
- Invoices pile up because you're busy doing the actual work.
- Payments slip through unpaid for weeks and you're chasing them at night.
- Bookkeeping is the last thing you have energy for at the end of the day.
- Tax season is a panic every April because the books were never current.
What the Back Office / Finance Handles
Routine work runs automatically. Brand-sensitive decisions come to you for approval.
Runs Automatically
- Invoice generation & sending
- Payment reminders & tracking
- Bookkeeping entries & receipt tracking
Needs Your Approval
- Large purchases
- Vendor contracts
- Budget changes
How the Back Office / Finance Works
From onboarding to ongoing operation — what to expect.
- 01
Connect
Your accounting software, bank, and payment processor get hooked up — no platform switching required.
- 02
Setup
Invoice templates, payment terms, expense categories, and approval thresholds all locked in during onboarding.
- 03
Operate
Invoices generated and sent on schedule, payments tracked, bookkeeping entries posted daily.
- 04
Approve
Large purchases, vendor contracts, and budget changes route to you before money moves.
- 05
Report
Cash flow, AR aging, monthly P&L, and a quarterly tax-readiness check delivered the way you want.
Industry Use Cases
How the Back Office / Finance typically gets deployed across different industries.
Lawn care & landscaping
Recurring contracts invoiced automatically; one-off jobs invoiced same-day; AR follow-up runs without you chasing checks.
Restaurants & hospitality
Vendor invoices tracked, payroll inputs captured, monthly cash flow reviewed — owner stays out of the spreadsheet.
Home services & trades
Quotes convert to invoices on acceptance; payment reminders go out automatically; unpaid balances get chased on schedule.
Outcomes You Get
- Get paid faster with automated invoicing and follow-ups
- Less time buried in admin and paperwork
- Cleaner books and fewer financial surprises
- Organized finances ready for tax season
Ideal For
Owners drowning in paperwork and admin. If invoices pile up, payments get lost, and tax season fills you with dread — your AI Back Office brings order to the chaos.
Common Questions About the Back Office / Finance
No. The Back Office keeps your books clean and tax-ready, but your accountant still handles tax filing and high-level financial strategy. The goal is to hand them organized, accurate records — not to replace them.
The major small-business platforms — QuickBooks, Xero, Wave, FreshBooks — plus most industry-specific accounting tools. Deptly integrates with what you already use.
Automatic reminders on a schedule you approve — typically at 7, 14, and 30 days past due, with escalating tone. Anything beyond 30 days routes to you for a decision on collections or write-off.
No. You get a weekly cash flow snapshot and a monthly P&L summary in whatever format you prefer (email, text, or live review). The underlying accounting software is still yours to dig into anytime.
Your data is handled with standard business confidentiality, used only to operate the Back Office department, and not sold, shared, or used to train third-party AI models. We integrate with your existing accounting platform's security controls.
Ready to Deploy Your Back Office / Finance?
Book a free strategy call. We’ll confirm whether the Back Office / Finance is the right starting point for your business — and what results to expect.
No contract. Cancel anytime. 30-day money-back guarantee.