> ## Documentation Index
> Fetch the complete documentation index at: https://docs.apollospace.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Backoffice

> The invisible work that holds everything up — documents, records, organization, and reconciliation — done by agents, with the final sign-off always yours.

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.

<Note>
  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.
</Note>

## The pattern, applied here

Every backoffice flow has the same shape — a trigger, context pulled from
the [Company Brain](/en/features/brain), real tools, and the sensitive
stuff waiting for you:

```mermaid theme={null}
flowchart LR
    A[Trigger<br/>email, WhatsApp, deadline] --> B[Agent pulls context<br/>Company Brain]
    B --> C[Structures, organizes, reconciles<br/>CRM, Documents, Folders]
    C --> D{External commitment<br/>or record of record?}
    D -->|No| E[Logs and files it]
    D -->|Yes| F[Proposes + waits for you]
    E --> G[Becomes memory<br/>improves the next one]
    F --> G
```

## 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](/en/integrations/whatsapp).
* **Context:** the agent checks the [Brain](/en/features/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](/en/features/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](/en/features/rotinas), or a freshly
  created document.
* **Context:** the agent reads the org's [Folders](/en/features/pastas)
  structure and the contents of your
  [Documents](/en/features/documentos).
* **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](/en/features/financeiro).
* **Tools:** it cross-checks line by line, marks the matches, separates the
  discrepancies, and builds a [document](/en/features/documentos) 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](/en/features/chats).
* **Context:** the agent takes the saved template in
  [Documents](/en/features/documentos) and fills it with real facts from
  the [Brain](/en/features/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.

<Info>
  **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.
</Info>

## What stays human

<Warning>
  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.
</Warning>

## Where to start

<Steps>
  <Step title="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.
  </Step>

  <Step title="Point the agent at the right sources">
    Make sure the [Brain](/en/features/brain) has the context (documents,
    [folder](/en/features/pastas) conventions) and that the inbound channels
    — email and [WhatsApp](/en/integrations/whatsapp) — are connected.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## Next steps

<CardGroup cols={2}>
  <Card title="Documents" icon="file-lines" href="/en/features/documentos">
    Where agents draft, edit, and file what they produce.
  </Card>

  <Card title="Folders" icon="folder-tree" href="/en/features/pastas">
    The structure that keeps everything findable and in its place.
  </Card>

  <Card title="CRM" icon="address-book" href="/en/features/crm">
    Where records extracted from messages become structured data.
  </Card>

  <Card title="Company Brain" icon="brain" href="/en/features/brain">
    The knowledge the agent pulls before every task.
  </Card>
</CardGroup>