Outsourced Finance and Admin Assistant

The Problem

In a small business, finance admin never disappears. It just moves around. It ends up landing on the business owner, on an office manager who's already stretched thin, or on the office generalist who's expected to know how to do everything. And deep down, nobody really has the time, or always the right reflexes, to keep up with supplier invoices, client invoicing, payment reminders, and bank reconciliation. That's the job of a finance and admin assistant, no more and no less. And it's exactly what's missing in most businesses of five to fifty people.

The trouble is that this function gets handled in fits and starts, between two emergencies. Purchase invoices pile up in the inbox, clients don't get billed on time, payment reminders fall through the cracks, and bank reconciliation is permanently behind. Every oversight ends up costing something very real: an invoice never issued, a supplier paid twice, cash flow you're managing blind. In small businesses, around 5% of invoices are never created. The work got done, but nobody thought to bill for it.

Then there's the question of format. Hiring an in-house finance and admin assistant means a full-time position, a recruitment process that takes weeks, and a real hiring risk, when many businesses need the function without having the volume to match. And the service stops with every vacation or sick leave. I'm Amalia Bercot, co-founder and CEO of Sanso, and that's the gap we set out to fill differently.

Sanso, the AI-Powered Outsourced Finance and Admin Assistant

Sanso is an outsourced finance and admin assistant powered by AI. In concrete terms, the AI does the work: it captures invoices, reads and validates them, creates and sends your client invoices, follows up on unpaid bills, reconciles bank entries, and keeps your cost accounting up to date. It's not software you have to learn, but a service that takes care of it for you.

The difference with a generalist assistant comes down to one word: specialization. A typical outsourced assistant dabbles in a bit of everything, from email to scheduling to HR, payroll, or office management. Sanso focuses on a single domain and masters it end to end: bookkeeping and day-to-day financial operations. And where a jack-of-all-trades always ends up forgetting something, AI brings a consistency that's hard to match.

There's no new platform to learn. Sanso plugs into the tools you already use (your accounting tool like Pennylane, your bank like Qonto, your Google Workspace, your CRM) and the AI works in the background. The results show up in your own tools, and you talk to us the way you would with a freelancer, by email or WhatsApp. The idea fits in one sentence: you delegate the finance admin, the AI handles it continuously, and you stop thinking about it.

Key Capabilities

AI Captures All Your Supplier Invoices

No more chasing purchase invoices. Sanso's AI collects them for you across every channel: it reads your inbox and pulls out the real invoices (setting aside the quotes, contracts, and other greeting cards), it logs into supplier portals to download the ones only available online, and it picks up documents sent to a dedicated WhatsApp channel. When an expected invoice doesn't show up, it even chases the supplier.

AI Reads, Validates, and Categorizes Every Document

Once an invoice is retrieved, the AI reads it, understands what it is, and extracts the key information: amount, VAT, supplier, date. Before any payment, it hunts for duplicates, checks consistency against the quote or purchase order, and verifies the VAT amount. It then ties every expense to the right project or cost center, even when a document spans several projects or the descriptions don't line up neatly. In the end, your cost accounting becomes genuinely usable without a single entry on your part.

AI Handles Client Invoicing and Collections

Sanso creates and sends your client invoices at the right time. The AI spots completed work and half-billed quotes, so no invoice falls through the cracks. On the unpaid side, it runs personalized, multichannel collections (email, SMS, phone), a far cry from simply firing off automated reminders. And if a client disputes an amount or flags an entity error, the case is handled end to end: the AI checks the quote, corrects it, reissues the invoice, and tracks the payment until the money comes in.

AI Reconciles Your Accounts in Real Time

For every bank transaction, the AI finds the matching purchase or sales invoice and updates its status. The result: you know at any moment who has paid, what's pending, and what's dragging, without any manual matching. It even handles the messy cases that standard automated reconciliation gives up on: currency differences, descriptions that don't match, date gaps between the invoice and the bank transaction.

AI Supervised by Humans

Everything runs on an AI that learns how your business works over the months. But on sensitive matters, it never works alone: our operators supervise, handle exceptions, and settle the tricky cases. Between 80% and 99% of the work is automated, with 100% reliability.

Who This Is For

Outsourcing your finance and admin assistant makes sense as soon as a business needs the function but can't, or doesn't want to, hire full time:

• Owners of 5 to 50 person businesses who handle the finance admin themselves or hand it to someone who doesn't have the right tools.
• Companies of around 10 employees wondering whether it's time to hire a dedicated finance person, but hesitant to take the plunge.
• Consulting agencies with variable invoicing, where the person who sells the engagement is often the same one who then has to chase the client for payment.
• Startups growing fast that need reliable financial reporting for their investors, without the resources for a full-time finance hire.
• Law firms, tradespeople, and construction businesses with complex invoicing cases (fee notes, construction progress billing, retainage) and critical cash flow stakes.

How It Works

1. Onboarding. We plug into your existing tools (accounting, bank, CRM, Google Workspace) within a few days, without disrupting your business.
2. The handover. Depending on the scope you entrust to us, the AI starts capturing invoices, validating them, creating your client invoices, and reconciling your accounts.
3. Your rules. You set what matters: reminder thresholds, clients to handle with care, approvals you want to keep before an invoice or a payment goes out.
4. Continuous work. The AI runs 24/7, with no vacations and no sick leave. Nothing piles up, nothing falls through the cracks.
5. Your visibility. You find everything in your own tools, and you write to us by email or WhatsApp whenever you need to.

Results You Can Expect

Time given back, plain and simple. One of our clients used to spend four hours a week chasing invoices; today it's a matter of minutes. At another, a reconciliation that took two days now wraps up in minutes, with around 96% of transactions reconciled automatically. Those hours go back into your actual work.

Finance admin that no longer overflows. Supplier invoices are processed as they come in, your clients are invoiced and followed up without anything slipping, and bank reconciliation stays up to date at all times. Along the way, you gain a visibility into your cash flow that you didn't have before.

No hiring risk either. No recruitment to run, no bad hire to worry about, no interruption during vacations. And all of it with no commitment: you stop whenever you want.

Get Started

If the finance admin is overflowing, eating into your team's time, or landing on you because there's no one dedicated to it, let's talk. Within days, Sanso plugs into your tools and the AI takes over the entire workflow, from supplier invoice to incoming payment. The simplest way to see what it would look like for your business is still to book a call with our team.