Order processing & entry
Incoming orders from email, portals or attachments are checked, entered and confirmed in your system. Every step can be audited afterwards.
Back office · Administration
Your back office keeps running while you sleep
Entering orders, clearing inboxes, checking invoices, building reports: your team loses hours to it every day, and it doesn't move your business forward. VLYOU takes that back office off your hands entirely — we design the process, automate it with AI and execute it with a permanent, highly educated team in the Philippines, under Dutch management. While you sleep, the work gets done.
What we take off your plate
Shared inbox handling
Your info@, orders@ and support@ inboxes get cleared every day: sorted, answered where possible, escalated where needed. Nothing sits unread.
Invoice & admin checks
We match purchase invoices against orders and rates, flag discrepancies and keep files complete. Exceptions reach you as a decision, not a search job.
Data entry & system transfer
Data that's now retyped from one system into another — webshop to accounting, portal to ERP — gets transferred and verified automatically.
Recurring reports
Weekly, monthly and client reports are built overnight from your own data and ready by morning. Same format, every time, no Friday-afternoon scramble.
Customer query prep
Incoming customer questions are categorised, researched and given a draft reply. Your people approve and send — the legwork has already been done.
One partner, three gears
Design
We map your current back office: which orders, inboxes and checks exist, where it hurts and what the rules are. Together we document how the process should run.
Automate
AI agents take over the routine work: reading and entering orders, sorting mail, matching invoices, building reports — often overnight, always auditable.
Execute
Our permanent team in the Philippines executes, checks and handles exceptions — highly educated, excellent English, with a quality culture of its own. Koen carries final responsibility from the Netherlands.
What's already running — three sectors
How that works in practice
The situation
This isn't a future promise: this model runs today at three very different companies. A logistics service provider with a busy shipment administration, our own webshop Wijn met een Boodschap, and a horticulture staffing agency that receives CVs every day.
What we do
For each company we first designed the process, then automated it step by step. At the logistics provider we handle the shipment administration from inbox to invoice checks; at the staffing agency, CV processing is automated; at the webshop, content, SEO, advertising and email run on AI, with the team handling graphic work and marketing review.
What happens overnight
While you sleep, AI processes inboxes and CVs, checks invoices and builds content. Thanks to the time difference, our team in the Philippines is already at work handling exceptions and reviewing the output before your morning starts.
The result
The result is the same at all three: the work is done every morning, and their own people have time again for work that moves the business forward. And because AI and our team do the heavy lifting, costs come down as a natural consequence.
Frequently asked questions
How do you get access to our systems and data?
We work inside your environment, with individual accounts per team member and only the permissions the process requires. Access, confidentiality and GDPR agreements are settled up front, and every action can be traced afterwards.
How do I stay in control of work happening on the other side of the world?
Every step is auditable: you can see what was processed, what AI did and what the team checked. Koen carries final responsibility from the Netherlands and you have one permanent point of contact — no rotating faces.
Our process is full of exceptions — can it really be taken over?
That's exactly why we start with design: together we document the rules and the exceptions. AI handles the predictable work, the team catches the rest, and anything that truly needs your judgement lands neatly on your desk.
Which part of your admin would you rather hand over?
Tell us what keeps coming back every day — orders, inboxes, invoices or reports. Koen will get back to you personally within one working day.