---
id: KB-CR-010
url: https://app.codecontract.io/help/use-cases-by-role/if-you-run-the-back-office
idioma: en
categoria: casos-por-rol
subcategoria: administracion
audiencia: usuario
nivel: intermedio
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-CF-006, KB-CC-003, KB-CR-008]
citadoPor: [KB-CR-018]
---

# If you run the back office

_The job everything nobody else wants to chase passes through._

**Responde a:** organise company documentation · small business back office paperwork · i cannot find a client's documents · manage onboarding and invoices

Everything with paper behind it passes through the back office: supplier onboarding, the client contract, whatever the accountants are asking for, the certificate needed to get an invoice paid. Almost always urgent and almost always for yesterday.

## The three that give back the most time

1. **Let onboarding ask for itself** — Suppliers and clients always need the same things. Built once, chasing stops being your job.
2. **Let expiries warn you** — Insurance, tax clearance, licences. Nobody should be carrying that in their head.
3. **Make searching actually search** — If finding a three-year-old client contract takes half an hour, the structure is wrong — or no structure is needed and searching is enough.

| What you get asked | How long today | How long it should be |
| --- | --- | --- |
| "Send me this client's contract" | Half an hour hunting | One search |
| "Is this supplier tax-cleared?" | An email and a wait | Look at it |
| "I need everything on this site for the accountants" | A morning | One download |

> [!WARNING]
> Watch out for the email changing the bank details of a "long-standing" supplier. It is the commonest fraud against this role, and it works because it arrives in a hurry with a tone that seems normal. Confirm by phone, on a number you already had.

> [!NOTE]
> When someone asks you for the same thing a third time in one week, that is exactly the document worth making reachable in two clicks.

**Can I give the accountants access?**

Yes, read-only and scoped. They do not need to be administrators.

**What about old paper files?**

Scan what gets consulted, not everything. Digitising twenty years of archive is rarely finished.

**Is it worth it if we are only a few?**

Especially if you are few: there is nobody to delegate to.

## Ejemplos

**In a forty-person company, one person handles onboarding, contracts and the accountants.**

- Builds supplier onboarding as a process
- Marks the expiry dates
- Gives the accountants read-only access

→ Stops being the bottleneck for four people who ask them for things every day.

**Approvals are chased by email.**

- Launches the approval with its status

→ You see who is outstanding without asking.

**The archive depends on how each person names things.**

- Agrees the convention and applies it

→ Anyone finds the same thing.

**Month end is spent hunting documents.**

- Gathers the period's material into a file

→ The close stops being a search.

**A supplier chases a payment already made.**

- Checks the supplier's file

→ The answer comes from the archive.

**Unapproved invoices pile up.**

- Checks what is outstanding per owner

→ The chase is aimed.