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Services · Admin
Virtual administrator
A trained administrator working on your business remotely, backed by automation so they get through several times the work.£1,000 to £2,000/month
What virtual administrator actually means
A virtual administrator is a trained office administrator who works on your business remotely, handling the day-to-day admin that keeps a company running but never seems to get done: the inbox, the diary, the quotes, the invoices, the supplier chasing and the endless data entry. The difference from simply hiring someone is that they work off site, so you pay for the work rather than a desk, a chair and the quiet hours in between.
What makes it go further than a traditional part time administrator is the automation sitting behind them. A lot of admin is the same few tasks repeated: the same reminder chased, the same figure copied from one system to another, the same form filed. We hand the repetitive, rules-based parts to software that does them instantly and without slips, and let the person handle the judgement calls, the awkward emails and the exceptions. One trained administrator backed that way gets through several times the work of one working alone.
It scales to what you actually need. A sole trader drowning in paperwork might want a few hours a week. A growing firm might need someone most days. Because there is no hire, no contract of employment and no notice period, you can start small, turn it up when a busy season hits, and turn it down again, without the cost and the risk of taking a permanent person on.
See it work
Rather than take our word for it
Pick something that happens in your day and watch the busywork run itself.
Try one:
TriggerEmail lands with a PDF invoice attached
A scripted demonstration of a real workflow shape. We build these against your own tools, so the exact steps and systems are yours.
How it helps your business
The plain benefit is your week back. The admin that eats an owner's evenings, chasing an unpaid invoice, retyping an order, booking the diary, is exactly the work that does not need the owner to do it, only to be done. Handing it over frees the most expensive person in the business from the cheapest work in it, so the hours go back into the things only you can do: winning customers, doing the actual job, and deciding where the business goes next.
It is also cheaper and less risky than the alternative. A part time employee costs far more than their wage once you add tax, pension, holiday, sick pay, a desk and the software licences, and if the work dries up you still carry them. A virtual administrator is a flat monthly cost for an agreed amount of work, with none of the employment overhead, and it flexes with the business rather than sitting as a fixed cost you have to feed.
And the automation is where it quietly pays for itself. A person can chase ten overdue invoices in a morning; the software chases every one of them the moment it falls due, politely and forever, and never forgets. The same goes for reminders, filing and data entry, the tireless, boring consistency that a human cannot sustain but a machine does for nothing. You get the reliability of automation with a real person watching over it.
What is included
- Inbox and diary management
- Quotes, invoices and supplier chasing
- CRM hygiene and data entry
- Scales from a few hours a week to full time
Real examples
Illustrative cases. Tap one to see what happened and what could have been done.
The founder who was the bottleneck
The case
A one-person consultancy was turning down work because the founder spent half of every week on admin, invoices, scheduling and chasing, rather than billable client hours.
What could have been done
Taking the recurring admin off them and automating the chasing and invoicing gives back two to three days a week, so within a couple of months they take on the extra work they had been declining, for a fraction of what that work brings in.
The unpaid invoices nobody had time to chase
The case
A busy trades business was owed a serious sum in overdue invoices simply because nobody had the time to keep chasing them.
What could have been done
Automated, polite reminders that go out the moment an invoice is late and keep going until it is paid, with a person on the few genuine disputes, bring most of the outstanding money in within weeks and stop the backlog building.
Ready to sort virtual administrator?
Tell us what is going wrong and we will come back with a fixed price in writing, after a short scoping call. No obligation, and no jargon.
Common questions about virtual administrator
How much does virtual administrator cost?
£1,000 to £2,000/month. We agree the exact number before any work starts, so there are no open ended day rates.
How long does virtual administrator take?
Most work of this kind is live within three to four weeks. We give you a date before we begin and tell you early if anything threatens it.
Do you work outside Edinburgh?
Yes. We are based in Edinburgh and work on site across the Lothians, Fife and Glasgow, and remotely across the United Kingdom.
Virtual administrator in your area
Same service, same prices, wherever you are. On site across central Scotland and remotely across the rest of the UK.
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