Recovered 80 engineering hours a month from admin work.
A six-person SaaS team was paying engineers to do invoicing, expense reporting, and CRM hygiene. We absorbed all of it and raised their CRM data quality from 34% to 91% complete in the process.
SaaS / Tech
An early-stage SaaS startup with six full-time employees, all technical. They had strong product instincts and a growing customer base, but no dedicated operations function. Admin tasks were being squeezed in between sprint work at an enormous opportunity cost.
What was broken
Finance operations (invoicing cycles, expense categorisation, vendor follow-ups) were being handled by engineers and co-founders at an effective rate of $150+ per hour. The CRM was a graveyard: contact records were stale, deal stages were wrong, and onboarding notes were missing for nearly two-thirds of customers. Nobody had bandwidth to fix it.
How we helped
The VA took ownership across three distinct workstreams from day one.
Invoicing & Finance Ops
Took full ownership of the monthly invoicing cycle: generating, sending, and chasing invoices, categorising expenses, preparing reconciliation summaries, and coordinating with the external accountant.
CRM Hygiene
Audited all contact and deal records, standardised data entry conventions, back-filled missing fields from email history and call notes, and established a weekly hygiene routine to keep records current.
Vendor Management
Handled routine vendor communications, managed subscription renewals, fielded inbound supplier queries, and maintained a shared contract and renewal calendar so nothing expired unnoticed.
The numbers that matter.
CRM health went from 34% to 91% complete in eight weeks. The engineering team reclaimed an estimated 80 hours per month that had previously been consumed by admin. Invoice cycles now run without manual intervention from the founding team.
“We were effectively paying senior engineers to chase invoices. Having someone who just owns that layer has been one of the highest-leverage things we've done.”
Co-founder, Early-stage SaaS
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