Building the AI-powered back office that runs your SaaS while you focus on growth

The invisible tax on every SaaS team

Nobody talks about the back office when they talk about scaling a SaaS company. They talk about product, GTM, and fundraising. But quietly, behind every growing team, there's a mountain of recurring operational work eating hours that could be spent building.

Payroll sync. Vendor invoices. Compliance checklists. Contract renewals. IT provisioning. Expense reconciliation. None of it is intellectually hard. All of it is time-consuming. We automated it.

What we automated and how

Payroll and HR sync

Our HR system, payroll provider, and equity platform were three separate tools with zero integration. Every pay cycle, someone spent three hours manually reconciling data between them. We built an agent that pulls from all three APIs nightly, flags discrepancies, and only escalates when something genuinely needs a human decision.

Vendor and invoice management

Invoices arrive via email, Slack, and occasionally physical post. The agent monitors a dedicated inbox, extracts invoice data using document parsing, matches each invoice to a PO in our ERP, and queues it for one-click approval rather than manual entry.

async function processInvoice(emailAttachment) {
  const extracted = await documentParser.extract(emailAttachment);
  const matchedPO = await erp.findPurchaseOrder({
    vendor: extracted.vendor,
    amount: extracted.total,
    fuzzyMatch: true
  });
  return erp.queueForApproval({ invoice: extracted, po: matchedPO });
}

async function processInvoice(emailAttachment) {
  const extracted = await documentParser.extract(emailAttachment);
  const matchedPO = await erp.findPurchaseOrder({
    vendor: extracted.vendor,
    amount: extracted.total,
    fuzzyMatch: true
  });
  return erp.queueForApproval({ invoice: extracted, po: matchedPO });
}

async function processInvoice(emailAttachment) {
  const extracted = await documentParser.extract(emailAttachment);
  const matchedPO = await erp.findPurchaseOrder({
    vendor: extracted.vendor,
    amount: extracted.total,
    fuzzyMatch: true
  });
  return erp.queueForApproval({ invoice: extracted, po: matchedPO });
}

Compliance and SOC 2 evidence collection

Our SOC 2 audit used to mean two weeks of someone manually pulling access logs, screenshots, and policy confirmations. The agent now collects evidence continuously throughout the year — pulling access reviews from Okta, change logs from GitHub, and policy acknowledgments from our HRIS — and organises it into audit-ready folders automatically.

IT provisioning and offboarding

Every new hire triggered a checklist of 22 manual steps across 9 tools. Every departure triggered 18. The agent handles both: it listens to the HRIS for status changes and executes provisioning or deprovisioning across all connected tools within minutes, not days.

"The offboarding automation alone was worth it. We used to have a real risk of former employees retaining access for days. Now it's handled in under 4 minutes."

The full automation map

Total savings across a team of five: ~14 hours per person per week.

What we learned

The hardest part wasn't the automation — it was getting every tool to have a usable API. Two of our nine tools required us to use Zapier as a bridge because they had no native API. One required screen scraping, which we eventually replaced by switching vendors.

Rule of thumb: if a task happens more than once a week, has fewer than 5 decision points, and involves moving data between tools — automate it. That describes 80% of back office work.

The back office will never be glamorous. But it doesn't have to cost you 14 hours a week either.