Outsourced Office Manager: Delegate Your Financial Admin

The Problem

In a small business, the office manager is the resident Swiss army knife. They're expected to do it all: manage the inbox, the calendar, office supplies, a bit of HR, a bit of payroll, and while we're at it, the financial admin. And that's exactly where things break down. Supplier invoices, client invoicing, payment follow-ups, bank reconciliation: these aren't tasks you can rush through between two fires. They demand consistency, tooling, and follow-through that never stops. A generalist, however brilliant, simply has neither the time nor the technology to stay systematic on all of it.

The consequences don't take long to show. Purchase invoices pile up in the inbox, some clients don't get billed on time, payment reminders fall by the wayside, and the bank reconciliation is always behind. And every slip has a very concrete cost: an invoice that never gets issued, a supplier paid twice, cash flow you're steering half-blind. In small businesses, roughly 5% of invoices are simply never created. The work got done. It's just that nobody thought to bill for it.

Then there's the question of the role itself. Hiring an office manager in-house means a full-time position, a recruitment that stretches over weeks, and a real HR risk, when many businesses need the function without the volume to justify it. Not to mention that the service stops cold at the first vacation or sick leave. I'm Amalia Bercot, co-founder and CEO of Sanso, and it's exactly that gap, an office manager's financial admin, that we set out to fill differently.

Sanso, the AI-Powered Outsourced Office Manager for Financial Admin

Sanso is an outsourced office manager that runs on AI, focused on the financial side of the role. In practice, the AI does the heavy lifting: it captures invoices, reads and validates them, creates and sends your client invoices, follows up on unpaid bills, reconciles bank transactions, and keeps your cost accounting in order. Not one more piece of software to tame, but a service that takes care of it for you.

What separates Sanso from a generalist office manager, outsourced or not, comes down to one word: specialization. A jack-of-all-trades touches everything and almost always ends up letting something slip on the finance side. Sanso does only this, and masters it end to end. Above all, the AI reaches a level of consistency and reliability that a generalist can't sustain, because it processes operations continuously, without fatigue and without memory lapses.

No new platform to learn. Sanso plugs into the tools you already have (your accounting tool like Pennylane, your bank like Qonto, your Google Workspace, your CRM) and the AI works behind the scenes. The results show up in your own tools, and you talk to us much like you would to a freelancer, by email or WhatsApp. To sum it up: you outsource the financial admin of your office management, the AI takes care of it around the clock, and you stop thinking about it.

Key Capabilities

The AI Captures All Your Supplier Invoices

No more running after purchase invoices. Sanso's AI picks them up for you across every channel: it reads your inbox and pulls out the real invoices (leaving aside the quotes, contracts, and the odd greeting card), it logs into supplier portals to retrieve the ones that only live online, and it catches documents sent to a dedicated WhatsApp channel. And when an expected invoice fails to show up, it goes as far as chasing the supplier for it.

The AI Reads, Validates, and Categorizes Every Document

Once an invoice is in hand, the AI reads it, works out what it's about, and pulls the key information: amount, VAT, supplier, date. Before any payment goes out, it hunts down duplicates, cross-checks against the quote or purchase order, and verifies the VAT amount. Then it assigns each expense to the right project or cost center, even when a single document covers several projects or the labels don't quite line up. In the end, your cost accounting becomes usable without you keying in a thing.

The AI Handles Client Invoicing and Collections

Sanso creates and sends your client invoices at the right moment. The AI spots completed work and half-billed quotes, so no invoice slips through the net. On unpaid bills, it runs personalized, multi-channel collections (email, SMS, phone), a far cry from the automated reminder blasted out on a loop. And if a client disputes an amount or flags a billing-entity error, the case is handled from A to Z: the AI checks the quote, corrects it, reissues the invoice, and tracks the payment until the money comes in.

The AI Reconciles Your Accounts in Real Time

For every bank transaction, the AI traces it back to the matching purchase or sales invoice and updates its status. So at any moment you know who has paid, what's pending, and what's dragging, without any manual ticking-off. It even handles the twisted cases that standard automatic reconciliation leaves stranded: exchange-rate differences, labels that don't match, date gaps between the invoice and the bank transaction.

AI Supervised by Humans

Everything rests on an AI that learns how your business works over the months. But as soon as a matter turns sensitive, it isn't left to its own devices: our operators supervise, take over the exceptions, and settle the delicate cases. Between 80% and 99% of the work is automated, for 100% reliability.

Who This Is For

Outsourcing financial office management makes the most sense once a business needs the function without being able, or willing, to hire full-time:

• Business owners of 5 to 50 person companies who handle the financial admin themselves, or hand it to an office manager who doesn't have the right tools to stay systematic.
• Businesses of around 10 employees wondering whether they should hire a dedicated office manager, without quite daring to take the full-time plunge.
• Consulting agencies whose invoicing comes in fits and starts, where it's often the same person who sells the engagement and then has to chase the client for payment.
• Startups growing fast that need to hand their investors reliable financial reporting, without the means for a full-time finance hire.
• Law firms, trade businesses, and construction companies with thorny invoicing cases (fee notes, progress billing, retainage) and critical cash flow at stake.

How It Works

1. Onboarding. We plug into your existing tools (accounting, bank, CRM, Google Workspace) in a few days, without disrupting your business.
2. 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: follow-up 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 slips through the net.
5. Your visibility. You find everything in your own tools, and you write to us by email or WhatsApp whenever the need arises.

Results You Can Expect

Time back, for a start. One of our clients used to spend four hours a week chasing invoices; today it's done in a few minutes. At another, a reconciliation that used to tie up two days now wraps in a few minutes, with roughly 96% of transactions matched on their own. Those hours go straight back into your actual business.

Financial admin that no longer overflows. Supplier invoices are processed as they come in, your clients are invoiced and followed up without any slipping your mind, and the bank reconciliation stays up to date continuously. And along the way, you gain visibility into your cash flow that you didn't have before.

No HR risk either. No recruitment to run, no bad hire to fear, no interruption during vacations. All of it with no commitment: you stop whenever you see fit.

Get Started

If financial admin is overflowing, eating into your office manager's time, or landing back on your plate for lack of someone dedicated, let's talk. In a few days, Sanso plugs into your tools and the AI takes over all the work, from supplier invoice to incoming payment. And to see concretely what it would look like for your business, the simplest way is still to book a call with our team.