Agent · backoffice
Internal operations stop slipping through
between email, spreadsheets and tasks.
Backoffice is the «invisible pain». From outside everything looks fine: sales running, product working, clients served. Inside — requests vanish in email, approvals stall in chats, documents bounce between people, deeds get signed late, statuses get lost. Each process «kind of works», but together it's dozens of hours of weekly leakage and a problem nobody sees until a client promise breaks, a payment hangs, or a tax fine surfaces.
Bottlenecks become visibleThe ops lead finally sees «approvals stall here for 5 days», «requests fall into a black hole here». Not «processes», but concrete points of loss.
Internal promises are keptNot just to clients — internal commitments between departments are logged and controlled. «I'll send Friday» becomes an observable event, not «forgot».
Not «a new BPM», but a living contourNo 6-month rigid workflow engineering. The agent fits into your current email, chats, spreadsheets, tasks — and simply stops letting them lose things.
Why we built this — and why BPM systems didn't catch on.
Every company at some point thinks: «we need to put backoffice in order». Requests get lost, approvals stall, we always hunt for documents. The «buy a BPM system» solution usually fails. Not because BPM is bad — but because retraining dozens of people in a new system is harder than tolerating the current chaos. Three months later the team returns to email and spreadsheets.
We've watched this cycle many times and drew a different conclusion: the problem isn't tools, it's leakage between them. Email works. Spreadsheets work. Tasks work. Chats work. What gets lost is between them — transitions, statuses, ownership, deadlines. Operational pain happens not «inside a tool», but «between».
The operations agent works in the «between» space. It doesn't replace your email and spreadsheets — it glues them into an observable process. The team keeps working in their usual tools. The agent sees, classifies, tracks, reminds, escalates. Result: the process becomes visible, promises stop getting lost, bottlenecks become obvious.
And why now
A year of operational logs — is a company optimization map.
After a year you have a structured history: which processes stall where, which statuses hang, who misses deadlines most, which approvals are pointless. Not «a 5M process audit from consultants» — a side-product of daily work. And this asset accumulates only for those who started earlier.
Six effects — at the company level.
The operations agent doesn't change «one process». It makes the invisible visible: where time leaks, where promises stall, where margin disappears into the no-man's-land between departments.
Internal promises are kept
«Accounting will send the deed Tuesday», «procurement will close the request Wednesday», «legal will approve Thursday». These become observable events with deadlines, not «I remember, must do».
Bottlenecks become visible
«Contracts stall on legal» — becomes a concrete metric. «Procurement requests vanish after handoff» — same. You can actually optimize, not «everything works poorly».
Fewer fines and late penalties
Late payments, unclosed deeds, missed reporting deadlines — that's direct cash. The agent watches statuses and escalates before deadlines, not after. ROI is often paid by 2–3 cases a year.
Less time spent on «who's handling this»
Backoffice's biggest invisible time sink — ping-pong of «who has the task / who's next / where did the document go». The agent keeps the ownership map live and visible.
Audits and inspections — without panic
«Show me who approved this purchase on March 14» — no longer a two-day expedition into archives and chats. It's a query. An action log for every process is stored automatically.
Backoffice stops «eating margin»
Invisible pain becomes visible and measurable. You can calculate «how much we lose on approval delays», «how much manual triage of requests costs». Before, nobody knew it was even a problem.
Five changes — for a backoffice employee.
Backoffice is the people who «hold» the company from inside. Their work is invisible while everything works; and looks failed when something breaks. The operations agent changes their daily life in five ways.
No need to «catch» requests in email
Before: a new request lands in a shared inbox — you still need to spot, classify, route it. Now: the agent processes inbound, creates a task in the right tracker, sets the owner, notifies.
Less «forgot to follow up»
Any backoffice person carries 10–20 outstanding promises from others in their head. Now those are automatic agent reminders, not their personal mental load.
Documents don't get lost between people
«Where's the contract?» — no longer a weekly quest. The agent sees the document at each stage: created, sent for approval, signed, archived.
Less «urgently pull data for everyone»
When a leader asks «how is this process going» — that used to be call three people, build a table, push it out in an hour. Now — open the agent's dashboard.
Time frees up for exceptions, not routine
A backoffice employee is an expert in complex cases, not «a person who forwards emails». When routine moves to the agent — mental bandwidth opens up for non-standard situations, edge cases, real work.
Eight actions — across four process stages.
So the effects don't sound abstract — eight specific actions in real backoffice work.
· On intake
Classifies inbound requests
Emails, forms, chat messages, corporate portal. Process type, owner, priority — set automatically by company rules.
Creates tasks in the right tracker
If it's an IT request — into Jira. HR — into Notion. Procurement — into the internal portal. No manual «where do I put this».
· Documents
Drafts documents
Contract template with data filled in, deed draft, request form. Not AI generation from scratch, but rule-based structured filling.
Validates data completeness
If a request came without VAT ID, amount or dates — the agent returns it to the sender asking «please fill this in». Doesn't pass «leaky» requests down the chain.
· Control
Reminds owners about approaching deadlines
Two days before — softly, one day before — firmly, day-of — with escalation to the lead. No more «I didn't remember».
Tracks statuses and transitions
Sees when a request stalls beyond norm, when a document went «to archive» without a signature, when an approval was skipped. Raises a flag.
· Reporting
Compiles reports on overdue items and bottlenecks
Weekly — what stalled where, who has the most overdue items, which processes drag. The lead sees where it really hurts.
Maintains an action log per process
Who did what, when, in what status. For audits, incident reviews, inspections. No more «digging up emails and chats».
What we plug in — and what you get
The Back-office agent closes the routine of document flow. Left — where it picks up documents and operations, right — what appears ready-to-use.
Document flow without routine
Sees EDM, 1C and email at once — picks up what's usually done by hand
- Pulls incoming documents from EDM and email
- Reconciles data between 1C, EDM and emails
- Generates acts, invoices, registers from templates
- Prepares reports for leadership and tax authority
- Spots mismatches and raises alerts
Accounting and operations stop drowning in acts and reconciliations. Alerts arrive before discrepancies turn into problems.
Where we plug in — six layers of backoffice.
The operations agent fits into your current tool stack. The team keeps working in email, spreadsheets, tasks, EDI — the agent works between them and keeps processes visible. No data migration, no new interfaces, no mandatory BPM.
Inbound channels
Where requests, documents, internal inquiries come from.
Task trackers
Where the agent creates tasks so the team keeps working in familiar tools.
Document workflow
Where templates, deeds, contracts, forms live. We support both Russian and international stacks.
Accounting systems
If processes touch accounting, billing, ERP — connected via API or exports.
Automation
Triggers, schedules, event handlers. Ready platforms or custom connectors.
AI / NLP
For inbound classification, data extraction from documents, completeness checks, draft generation.
Three levels — not three pricing tiers.
For comparison. Implementing a packaged BPM system costs 2–5M + 6 months of team training + the risk that it falls off in a year. Operations agent: 350K pilot, 700K implementation, no data migration and no retraining. The team keeps working in email and tasks, the agent works «above» them.
Minimum working contour
One backoffice process. Inbound request or document classification. Task or form draft. One integration or data source. Minimal status memory. Tested on real processes.
Pilot goal — in 2-3 weeks you see the process stop losing requests and statuses. If it doesn't — we'll say so.
Backoffice across the whole department
- ▪Multiple request types and backoffice processes
- ▪Integration with tasks, spreadsheets, 1C / CRM / APIs as needed
- ▪Cron jobs for statuses and overdue items
- ▪Notifications to owners and escalation to the lead
- ▪Action log per process
- ▪Approval roles
- ▪Process documentation with examples
Finance, EDI, 1C, multiple branches
When backoffice touches financial documents, PII, full EDI, full 1C, multiple legal entities or branches — that's enterprise. Private deployment, local model, strict audit logs, role-based and entity-based access control.
Footnote · maintenance
From 40K RUB/month
Processes evolve: new request types appear, regulations change, branches are added. Maintenance: classification-rule adjustments, adding new processes, adapting to accounting-system changes, the local model within the limit, incident analysis.
When the operations agent isn't your fit.
If you don't have documented processes — you need to describe them first. The operations agent amplifies an existing process, doesn't create one from scratch. If «nobody knows exactly how we do this» — first business analysis, then the agent.
If you're 10 people in one room — your «backoffice» is solved at one weekly meeting. The operations agent shines at scale: several departments, remote work, request volume the team can't «remember» anymore.
If you want a classic BPM with rigid workflow — this isn't our format. The operations agent isn't BPM. It works by rules but doesn't require data migration or retraining. If you need a strict process with mandatory stages and blockers — better to take a BPM tool (Camunda, ELMA, etc.).
If you expect a «fully autonomous backoffice without people» — this isn't our format. Operational staff stays — but only handles complex cases and exceptions. Final decisions on non-standard situations always stay with humans.
If any of the above describes you, mention it on the first call. We'll propose a different configuration or honestly point you to a different approach.
We don't just deploy — we teach people to use AI properly.
In 2–3 years AI tools will be the standard in engineering and business teams. Whoever starts learning now will gain a competitive advantage that latecomers won't have. That's why we have a separate direction: training client teams, so that AI tools and agents don't become «a toy for 3 months», but turn into part of the working process.
Corporate programs for adopting AI in development
For company engineering teams that want to switch to the AI-native approach. A 2–4 week program: review of the team's stack, selecting AI tools for the tasks, training on using them, ramp-up to regular production use. Not a «theoretical course», but a real shift in how the team works.
CTO, tech leads, developers · teams 5–50+
Client team onboarding for working with AI agents
Once we've deployed Sales, Personal, Support, RAG or another agent — we train your team to work with it well. How to adjust scenarios, write prompts for typical tasks, handle complex cases, give the agent feedback for improvement. Without this even a well-deployed agent gets «abandoned» in 3 months.
Client operational teams · typically after agent deployment
«Where to start with AI» mentor sessions for executives
Short individual sessions with CEOs, CTOs, business owners: which AI tools actually work, where to start in your company, how to link AI to business goals, how not to burn budget on «let's try something trendy». Sessions — 90 minutes, with a concrete roadmap as the output.
CEO, CTO, owners · 90-minute sessions
Open learning materials in the Telegram channel
A free column in our Telegram channel @dxaiblog. AI tool reviews, practices from real projects, mistakes and how to avoid them, reviews of new models and platforms. Anyone can subscribe — engineer, owner, product manager. This is the public part of our education, no commitment.
Anyone exploring AI · public channel · free
Training cost is discussed individually — depends on team size, format (online/hybrid/corporate visit), program depth, and whether you need a process built from scratch or accompaniment of an existing one.
If you want to start small — subscribe to the Telegram channel @dxaiblog. All materials there are free. That's our «step zero» of training.
Describe your backoffice process — we'll respond with an analysis within 2 hours
We reply within 2 hours during business hours. In the pilot call we'll show where the agent pays off and where it shouldn't be tried.