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Outsourced Sales Administration: Invoicing and Collections, Handled

Calm business owner overseeing their outsourced sales administration: invoices and payments handled automatically

The Problem

In small businesses, sales administration is the work nobody sees, until the day it goes off the rails. A delivered project nobody remembers to invoice. An invoice sent to the wrong address. A payment you've been waiting on for six weeks without anyone really getting around to following up. Everything that happens between "the work is done" and "the money is in the bank" usually rests on one already-overloaded person, and sometimes on the business owner themselves.

Sales slipping through the cracks?

Sanso takes over your sales administration with AI, from invoicing all the way to payment, without hiring in-house.

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And the cost is very real. In small companies, around 5% of invoices are never created: the work got done, but nobody thought to bill it. Add data-entry errors, credit notes waiting to be issued, payments matched to the wrong invoice, forgotten follow-ups. Meanwhile, your cash flow waits and your average collection time keeps stretching.

Hiring someone just for sales administration isn't necessarily the right answer when you have between five and fifty employees. It's a full-time position for a need that isn't, with the risk that comes with any hire and a function that stops the moment that person goes on vacation. I'm Amalia Bercot, co-founder and CEO of Sanso, and this gray area is exactly what we set out to take off your plate.

How Sanso Becomes Your Outsourced Sales Administration Service

Sanso is an outsourced sales administration service that runs on AI — ADV, as the function is known in France. That means a service, not one more invoicing tool to tame. The AI does the work. It creates and sends your client invoices, tracks payments in real time, follows up on overdue invoices, and keeps every case up to date until the money lands. On your side, there's no new interface to learn.

In practice, you hand us your entire sales administration. Sanso plugs into what you already use: your invoicing tool, your accounting platform (Pennylane, for example), your bank, your CRM, your Google Workspace. The AI then takes over the full cycle, from creating the invoice to getting it paid, while you keep control of the sensitive decisions. Everything stays visible in your own tools, and you talk to us like a colleague, by email or WhatsApp.

The goal comes down to three things: no more unbilled sales, payments that arrive faster, and admin work that no longer weighs on your shoulders.

Key Capabilities

Creating and Sending Client Invoices

Sanso spots the moment a project ends and needs to be invoiced. The AI cross-references your company's information, reviews your quotes to identify the ones that haven't been fully invoiced, then generates the correct invoice, with the right amounts and the right entity. Forgotten sales become a thing of the past: that infamous 5% of invoices that never saw the light of day finally make it into the pipeline.

Real-Time Payment Tracking

At any moment, Sanso knows who has paid, what's pending, and what's stuck. It all rests on continuous bank reconciliation: as soon as a transaction appears on your account, the AI finds the matching invoice and updates its status, without a single manual check on your part. The result is a reliable, instant view of your accounts receivable.

End-to-End Follow-Ups and Collections

Payment follow-up, Sanso style, is nothing like an email sequence fired off blindly. The AI picks the channel (email, SMS, phone), the timing, and the tone based on the client's profile and the history of your exchanges. And when a client disputes an amount or flags an entity error, Sanso doesn't get stuck: the AI checks the quote in your CRM, corrects the invoice, reissues it, and tracks the payment through to collection. Every case is seen through to the end, not chased once and then abandoned.

Tired of chasing overdue invoices?

Sanso follows up with your clients end to end by email, SMS, and phone, handles disputes, and tracks every case through to payment.

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Handling Credit Notes, Deposits, and Special Cases

Sales administration is full of cases that don't fit the mold: deposits, interim invoices, credit notes, multi-stage invoicing, retainage. Where classic automation stops at the simple case, Sanso's AI understands each company's context and handles these situations by your rules. That extra step is what separates "I still have something to do" from "it's handled."

Human-Supervised AI

Behind the sales admin, there's an AI that absorbs the context of your business and learns how you work over the months. But as soon as a matter turns sensitive, a disagreement with a key client for example, it never works alone: our operators supervise, handle exceptions, and settle the delicate cases. Between 80% and 99% of the work is automated, for 100% reliability.

Who This Is For

Outsourcing sales administration with Sanso is aimed at French small businesses that don't have a dedicated, well-oiled sales admin function:

  • Business owners of 5 to 50 person companies who do the invoicing and follow-ups with their own hands, or delegate to someone without the time or tools to really stay on top of it.
  • Consulting agencies whose invoicing varies from one month to the next, where the person who sold the project is often the one who then has to chase the payment.
  • Law firms, with fee notes that are complicated to draw up, delicate to collect, and a client relationship to protect.
  • Fast-growing startups that want rigorous invoicing and steady incoming payments, without hiring a dedicated full-time profile.
  • Tradespeople and construction businesses, where multi-stage invoicing (deposit, progress invoice, final balance, retainage) seriously complicates cash management.

How It Works

  1. Onboarding. We plug into your existing tools (invoicing, accounting, bank, CRM, Google Workspace). A few days is enough, and your business keeps running without interruption.
  2. Your rules. You set the priorities: invoicing terms, clients to handle with care, follow-up thresholds and tone. The AI relies on them to handle each case.
  3. Invoicing. As soon as a sale is due, Sanso creates and sends the correct invoice, and catches quotes left unbilled along the way.
  4. Tracking and follow-up. Real-time bank reconciliation lets the AI know at all times who has paid. It follows up on every overdue invoice at the right moment, handles disputes, and corrects invoices when needed.
  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

No more forgotten sales. Sanso spots finished projects and unbilled quotes alike, so everything that should be invoiced gets invoiced, without depending on one person's memory anymore.

Faster payments. Between real-time tracking and follow-ups calibrated case by case, your average collection time shrinks and your cash flow gets room to breathe. One of our clients used to spend four hours a week chasing invoices; now it takes them a few minutes.

Time back, and a clearer head. The hours swallowed by sales admin go back into your actual work, with the certainty that nothing slips through the cracks.

Get Started

If some sales are going unbilled, if your payments drag, or if sales administration is eating up your days, let's talk. Within a few days, Sanso plugs into your tools and becomes your outsourced sales administration service, from invoice creation to payment collection. To see concretely what that would look like for your business, the simplest step is to book a call with our team.

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Frequently asked questions

What is an outsourced sales administration service?
It's a service that takes over your sales administration for you, without hiring in-house. At Sanso, this outsourced service runs on AI: it creates and sends your client invoices, tracks payments, follows up on overdue invoices, and keeps every case up to date through collection, all directly in your existing tools.
What does the sales administration handled by Sanso cover?
The entire client-side cycle: creating and sending invoices, handling deposits, credit notes, and multi-stage invoices, tracking payments in real time, multichannel follow-ups, and collecting overdue invoices. When a client disputes, the AI handles the dispute too and corrects the invoice if needed.
Is Sanso sales administration or invoicing software?
No, it's a service, not software to learn. Instead of making you adopt a new tool, Sanso's AI works on your behalf in the tools you already have (Pennylane, your CRM, your bank). All the results show up in your own tools.
Why outsource sales administration rather than hire?
For a company of five to fifty people, sales administration is a real need, but rarely a full-time one. Outsourcing means avoiding the cost and risk of a hire, avoiding interruptions from vacations or absences, and having a function that runs continuously. And since Sanso has no long-term commitment, you stop whenever you see fit.
How are Sanso's follow-ups different from an automated system?
An automated reminder system fires off email after email but doesn't know what to do with a reply. At the first client who disputes, it stalls. Sanso's AI takes over instead: it checks the quote, corrects and reissues the invoice if necessary, and tracks the case through to payment. Every follow-up is personalized and adapted to the client.
How does Sanso prevent forgotten invoices?
The AI spots the moment a project is finished and needs to be invoiced, and combs through your quotes to identify the ones that haven't been fully invoiced. In small businesses, around 5% of invoices are never created: Sanso closes exactly that gap, so every completed sale actually ends up invoiced.
Will I lose control of my invoicing and follow-ups?
No. You set the rules (invoicing terms, clients to handle with care, follow-up thresholds) and you make the call on the most delicate cases, the ones Sanso alerts you about. Everything the AI does stays visible in your existing tools. Nothing happens behind the scenes.
Does Sanso replace my accountant?
No. Sanso doesn't do accounting in the regulatory sense and doesn't replace your firm. The AI handles bookkeeping and day-to-day financial operations, including sales administration, so your accountant receives clean, complete data. The two complement each other.
How much does outsourcing sales administration cost?
Sanso works on a monthly plan calibrated to your volume of operations, with no per-transaction billing and no commission on the amounts collected. Plans range from $300 to $2,000 per month, which at the entry level is less than a part-time employee at the French minimum wage. And always with no long-term commitment.
Is my data secure?
Yes. Sanso is GDPR-compliant and hosts data in the European Union. Since the AI works inside your existing tools, your data stays where it is, with controlled, traceable access. Sanso is also CASA-certified by Google for access to Google Workspace data.

Free yourself from finance admin

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