Back Office Setup
Designing and stabilizing the systems that turn completed work into clean, usable financial data.
Back Office Setup is for trades businesses that have outgrown patchwork tools and manual workarounds. I take ownership of how billing, scheduling, customer data, and payments connect — and fix what’s broken so the back office actually works.
When Back Office Setup makes sense
Back Office Setup is typically the right next step when:
Invoices are inconsistent or delayed
Customer or job information gets re-entered or lost
Scheduling, billing, and payments don’t line up cleanly
The books exist, but they’re hard to trust
Fixes have been layered on top of old systems
This work creates a clean baseline so the business can run without constant cleanup.
Review your current setup (often starting with a Money Leaks Report)
Identify broken handoffs and unnecessary complexity
Design a simple, repeatable flow
Implement what’s required to stabilize the system
Confirm everything is working as intended
The focus is not adding more tools — it’s making sure the right information moves cleanly from one step to the next.
How Back Office Setup works
Depending on your business, Back Office Setup may include:
Billing & Invoicing Flow
Ensuring completed work turns into accurate invoices without delay or rework. This includes reviewing how charges are created, approved, sent, and tracked so billing doesn’t become a bottleneck.
👉 Detailed billing setup is handled as part of Back Office Setup.
Customer & Job Tracking (CRM)
Establishing a reliable way to track customers, jobs, and status so information doesn’t get lost between scheduling, billing, and accounting.
👉 CRM setup or cleanup is treated as a system component, not a standalone service.
Scheduling & Online Booking
Making sure work enters the system cleanly — whether through scheduling tools, online booking, or internal processes — so downstream steps aren’t disrupted.
👉 Scheduling is evaluated based on how it supports billing and cash flow, not convenience alone.
Website Intake & Lead Capture
Ensuring website forms and inquiries capture the right information upfront so leads don’t create back-office friction later.
👉 Website work is limited to intake and system flow — not marketing or design.
After setup
Once the back office is stabilized, some clients choose to manage it internally. Others continue with ongoing Back Office Management to keep everything accurate and current as the business evolves.
Setup creates the baseline.
Management keeps it working.
Not sure what you need yet?
Start with a Money Leaks Report to identify what’s broken and what to fix first.