--- title: "AI back-office assistant: your admin taken off your hands" description: "Six modules that take over the work a back-office assistant does: Follow-up agent (€299/mo), Email assistant (€249/mo), Admin agent (€349/mo), Lead connector (€149/mo), Reminder agent (€149/mo) and Receivables agent (€149/mo). You pick per module what you need. Each one is built around your packages and your way of working: 1 to 2 weeks, with a check step before it goes live." url: https://vanborg.com/en/services/backoffice locale: en type: page updated: 2026-08-28 author: "Nicolaas Sterenborg" --- # AI back-office assistant: your admin taken off your hands Six modules that take over the work a back-office assistant does: Follow-up agent (€299/mo), Email assistant (€249/mo), Admin agent (€349/mo), Lead connector (€149/mo), Reminder agent (€149/mo) and Receivables agent (€149/mo). You pick per module what you need. Each one is built around your packages and your way of working: 1 to 2 weeks, with a check step before it goes live. ## Who it's for For businesses where the paperwork waits until Sunday night: chasing quotes, answering mail, booking receipts, sending reminders and chasing invoices. ## What it gets you - Quotes get chased, mail answered and receipts booked without you touching them - Enquiries land complete in your CRM or calendar, with no retyping - Reminders and outstanding invoices keep moving while you are at work ## Prices - **Follow-up agent** — €595 setup + €299/mo (incl. 300 call minutes per month, then €0.39/min): Calls out on its own: chasing quotes, appointment and service reminders, reactivating customers and requesting reviews. Follow-up with a real conversation instead of a message. Only to people who are already customers or enquirers, never to bought lists. - **Email assistant** — €395 setup + €249/mo: Reads incoming mail, answers the recurring questions from your own knowledge base and forwards the rest to the right person with a short summary on top. Everything it writes lands in your inbox as a draft first; you hit send. Whatever proves itself often enough can go out automatically later. - **Admin agent** — €495 setup + €349/mo: Reads receipts and purchase invoices (supplier, amount, VAT, ledger account) and books them into your own accounting package: Exact, e-Boekhouden, Moneybird and comparable ones. The other way round, a photo or voice memo of a work order becomes a draft invoice or quote with your own line items and rates. If it is unsure about an entry, it queues it with a question attached rather than guessing. You and your bookkeeper keep checking; the tax return stays human work. - **Lead connector** — €295 setup + €149/mo: Everything arriving through your site, your phone, WhatsApp or a form lands complete in your CRM, your calendar or your own overview, with the right fields filled in and no duplicate records. You and your team get a notification where you already look. If you have no CRM yet, the website's lightweight dashboard or kanban board can play that part. - **Reminder agent** — €295 setup + €149/mo: Sends confirmations and reminders for appointments, and keeps track of what has to come back around: an inspection, a check-up, a service, a policy about to expire. If someone cancels or fails to show, the agent picks that up with a new proposal instead of leaving the gap in your calendar. - **Receivables agent** — €295 setup + €149/mo: Chases outstanding invoices with a friendly reminder on day 3, 14 and 30, in your name and with the payment link attached. Anyone who pays drops out immediately. Whatever lingers or gets complicated comes to you with the history attached, because a payment arrangement or a dispute is not work for an agent. All prices: https://vanborg.com/en/pricing ## Frequently asked questions ### Does a module work right away, or does something need building? Something needs building, and we would rather say that up front than afterwards. Every module hangs off your systems: your inbox, your accounting package, your calendar, your CRM. We build it around those and that takes 1 to 2 weeks, with a check step before it goes live. During that time we agree together what it may do by itself and what it puts to you first. The ChatAgent is live within days though, because that runs on our own system. ### Does anything go out without me having seen it? Not unless you want it to. Every module starts with a check step: the email assistant puts drafts in your inbox, the admin agent queues a booking or invoice, the receivables agent shows you the reminder text first. Whatever proves itself for months can then run automatically, and that is your call per part. Two things we never do without a human: agreeing a payment arrangement and filing a tax return. ### Does it work with the software I already use? Usually yes. Exact, e-Boekhouden, Moneybird, Google Calendar, Outlook and most CRM packages have an official connection, and that is what we plug into. Whether your specific package allows it is something we check during the free scan, before you buy anything, and if it cannot be done we simply say so. If you have nothing yet, the website's lightweight dashboard or kanban board can play that part. ### My work is put together differently. Does nothing fit? The six above are deliberately trade-independent: chasing a quote, booking a receipt and sending a reminder look the same at a dental practice as at a roofing firm. If your work genuinely differs, say a waiting list that shifts up on a cancellation or a file that has to fill itself, that starts with the free scan. Scope and price come out of that, and only then a quote. ### Who is responsible if something is booked wrongly? You, together with your bookkeeper, which is why the agent books nothing it is unsure about. An entry it can't place is queued with a question attached rather than guessed. The tax return stays human work: you are liable for what it says, and that doesn't change because a model suggested it. ### Do I need a website from you? No. Every module works standalone: on your existing website, through your own mail and calendar, or with no site at all. If you do have a website with us, you switch them on within the same invoice and they share the same knowledge base as your AI receptionist.