Skip to main content
It’s 6pm on a Friday. The inbox has a dozen emails that need to become records, WhatsApp has a photo of an invoice, three folders hold the same contract in different versions, and the bank list doesn’t match the system list by $1.40 that nobody wants to chase. None of it shows up in a meeting. All of it, left undone, stalls the rest. That’s the backoffice: the work nobody notices when it’s done and everyone feels when it breaks. What leaves your plate here is the typing, the filing, and the matching — not the responsibility. The final check stays with you.
Backoffice is where Apollo’s agents shine first: repetitive, high-volume, low-risk work with a clear record of what was done. It’s the kind of task that gives hours back in the first week.

​
The pattern, applied here

Every backoffice flow has the same shape — a trigger, context pulled from the Company Brain, real tools, and the sensitive stuff waiting for you:

​
Four concrete flows

​
1. From an email (or WhatsApp) to a structured record

An email arrives: “Here’s the new supplier’s contact — Marília, phone, tax ID, payment terms.” Today someone reads it, copies field by field, and pastes it into the system. Tomorrow they drop a digit in the tax ID and no one notices.
  • Trigger: a new message lands via email or WhatsApp.
  • Context: the agent checks the Brain — does this contact already exist? Is it a duplicate of an old lead?
  • Tools: it extracts the fields (name, document, phone, terms) and creates or updates the record in the CRM, attaching the original message as the source.
  • Proposal: if it’s a new client that becomes a commercial commitment, the agent proposes the record for you to confirm before it’s official.
  • Memory: the link “this person = this supplier” is stored. Next time it recognizes them on its own.

​
2. Keep folders and documents organized and findable

The classic pain: three versions of the same contract, names like “final_v2_REVISED_ok.pdf”, and nobody knows which one counts.
  • Trigger: a weekly routine, or a freshly created document.
  • Context: the agent reads the org’s Folders structure and the contents of your Documents.
  • Tools: it suggests moving loose files to the right folder, points out duplicates, flags what has no owner, and proposes a consistent naming convention.
  • Proposal: moving is direct; deleting never — deletion is a destructive action and stays with you.
  • Memory: the organization convention you approve becomes the rule it follows from then on.

​
3. Reconcile two lists and flag the mismatches

The bank statement against the system entries. The list of who paid against the list of who should have paid. The matching that eats someone’s morning every month.
  • Trigger: a monthly routine, or you upload the two lists and ask for the check.
  • Context: the agent understands what each column means from the history in the Brain and the records in Finance.
  • Tools: it cross-checks line by line, marks the matches, separates the discrepancies, and builds a document listing what doesn’t add up and the likely reason.
  • Proposal: it never alters a financial record of record — it flags the difference and proposes; the correction is yours.
  • Memory: recurring patterns (“this fee always shows up as two lines”) are stored and speed up the next close.

​
4. Draft a recurring document from a template + Brain

That status report, the monthly memo, the standing minutes template — the document that changes 10% and takes 40 minutes every time.
  • Trigger: the agreed date (a routine), or a request from you in chat.
  • Context: the agent takes the saved template in Documents and fills it with real facts from the Brain — this month’s numbers, what changed, what’s still open.
  • Tools: it builds the draft, already formatted, in the right folder.
  • Proposal: if the document becomes external communication or a commitment, the agent proposes the draft for your review — it doesn’t send on its own.
  • Memory: your edits to the draft teach it the tone and the right fields for the next round.
The common thread: the agent does the grunt work — extract, organize, cross-check, draft — and hands it to you at the decision point. You review and sign off, instead of typing from scratch.

​
What stays human

The agent proposes, never decides alone, when an action:
  • Becomes an external commitment — a proposal, a confirmation to a supplier or client, any message that commits something on the company’s behalf.
  • Alters a legal or financial record of record — correcting an accounting entry, a tax field, a contract. It flags the discrepancy; the correction carries a human signature.
  • Involves money — a payment, refund, or chargeback.
  • Is destructive — deleting files, folders, or records.
  • Is heavy external communication or regulatory/legal in nature.
All of it lands in the approval queue, with the context in view. You approve with one click — or adjust first.

​
Where to start

1

Pick one high-volume flow

Take the backoffice task that eats the most hours and asks for the least judgment — usually that’s record-creation from messages or monthly reconciliation. That’s where the payoff shows up first.
2

Point the agent at the right sources

Make sure the Brain has the context (documents, folder conventions) and that the inbound channels — email and WhatsApp — are connected.
3

Let trust grow gradually

Start with everything passing through your approval. As the wins add up, you release the routine work and keep review only on what becomes a commitment. Autonomy is a ratchet, not a leap.

​
Next steps

Documents

Where agents draft, edit, and file what they produce.

Folders

The structure that keeps everything findable and in its place.

CRM

Where records extracted from messages become structured data.

Company Brain

The knowledge the agent pulls before every task.