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TheDeskPro

General BPO Services

Run the Operational Work Behind Every Order and Invoice

A dedicated remote professional processing your orders, billing follow-up, documents and recurring reports inside the systems you already use.
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General BPO Services

Back-Office Operations

Dedicated support for order processing, billing follow-up, document control and operational reporting

  • Process daily order and fulfillment queues
  • Confirm pricing, discounts and shipping terms
  • Create and issue customer invoices
  • Work overdue invoices on an aging schedule
  • Apply payments and reconcile open receivables
The Desk Pro's virtual assistants have taken the weight off our management team, allowing us to drive strategic initiatives. Their integration into our workflow has been seamless.
Jennifer A. Minteer, Dumas ServicesJennifer A. Minteer, Dumas Services

Overview

What a DeskPro back-office operations professional does

Back-office operations is the work that keeps a company running after the sale and before month-end: orders processed, invoices issued and followed up, documents filed to a convention, reports produced on schedule. The DeskPro staffs that layer with a dedicated remote professional, recruited and trained for the role. It fits US companies whose thin operations bench means one person's vacation puts the whole process at risk.

Your DeskPro professional works inside your systems under credentials you issue: your ERP or order platform, your accounting software, your shared drive and company email. We handle recruitment, training and quality monitoring, while your operations manager sets priorities and approves anything with money or a customer commitment attached.

Works inside

NetSuiteQuickBooks OnlineXeroBill.comShipStationSharePointGoogle WorkspaceAsana

Scope of work

Typical responsibilities

  • Process daily order and fulfillment queues
  • Confirm pricing, discounts and shipping terms
  • Create and issue customer invoices
  • Work overdue invoices on an aging schedule
  • Apply payments and reconcile open receivables
  • Match purchase orders to vendor bills
  • File and rename documents to convention
  • Maintain the shared document folder structure
  • Run recurring daily and weekly checklists
  • Build weekly operations and sales reports
  • Compile vendor, pricing and market research
  • Log and route exceptions for approval
  • Update trackers after every handoff
  • Escalate stuck orders before they age
01

The Order-to-Invoice Path, Worked Every Business Day

Most back-office breakdowns are quiet ones: an order sits unreleased because nobody noticed the credit hold, a shipment goes out without an invoice behind it, a corrected payment never gets applied. Together they explain the aging report nobody wants to discuss.

Your DeskPro professional owns that path end to end within the limits you set. Collections judgment stays with you: follow-up runs on your schedule and your wording, and payment plans, disputes and write-offs go back to your team with the history attached.

  • Validate orders against quote and price list
  • Check credit holds and payment terms before release
  • Confirm stock, ship date and delivery address
  • Raise invoices from the delivery record
  • Apply payments and flag short-pays same day
  • Work the aging report on a set cadence
02

Recurring Checklists, Reporting and the Exception Queue

Recurring work is where small teams lose the most time, because it gets re-invented every cycle. We convert it into named checklists with an owner, a frequency and a definition of done, plus one filing convention for every document.

Reporting follows the same discipline: figures pulled from the systems of record, reconciled, with a short note on what moved, delivered at the same hour weekly. Exceptions get a queue rather than an inbox, logged with what was found and routed to whoever can decide.

  • Named checklists with owners and frequencies
  • Daily order, hold and backorder review
  • One naming convention on every filed document
  • Operations reporting on a fixed weekly slot
  • Month-end document and tracker sweep
  • Logged exception queue with routing rules

Why it works

What changes once the role is covered

The point is not to add a person. It is to give the workload a permanent owner.

Orders that stop stalling

Holds, missing approvals and pricing questions get worked the same day instead of aging quietly in a status nobody watches.

Receivables followed up consistently

Every open invoice gets contacted on the schedule you set, in your wording, with the history logged on the account.

Documents anyone can find

One naming standard, applied to every file on every order, so a contract or packing slip takes seconds to locate.

Reporting that arrives on time

The weekly numbers arrive at the same hour, reconciled, so managers plan from a report instead of assembling one.

Good fit

Who this service is built for

If more than one of these describes your operation, this is usually the first role worth outsourcing.

  • Growing companies where operations still runs on one person
  • Businesses with an aging report nobody has time to work
  • Teams whose shared drive has no naming standard
  • Founders and managers doing admin work after hours
  • Companies preparing to document processes before hiring
Our collaboration with The Desk Pro has made handling administrative tasks straightforward, giving us more time to enhance client relationships. Their impact on our growth is undeniable.
Arslan Khan, Maple Insurance GroupArslan Khan, Maple Insurance Group
Scope this role

Questions

Back-Office Operations FAQs

Something not covered here? Ask us directly.

They handle follow-up support, not collections enforcement: reminders before the due date, chase emails and calls after it, payment confirmations and clean records of every contact, all in your templates and tone. Disputes, payment plans, credit decisions and write-offs are escalated to your team.

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Let's build your team

Ready to hand off back-office operations?

Tell us the workload, the systems and the hours. You interview the shortlist and decide who joins.

Prefer to talk now? +1 (717) 551-5566
Request a candidateSchedule a consultation