Back Office Support Services
run from the Philippines
Back office support services hand the work behind your business, like data entry, order processing, and finance support, to a dedicated team that works inside your systems. Growing companies use them to cut admin cost. Digital Minds BPO runs them from three facilities in Naga City, Philippines, from an estimated $1,092 to $1,764 per agent per month, billed hourly.
Pick a time that suits you, straight from our calendar.
- Savings
- 70%
- Up to, against a US hire
- Retention
- 94%
- Client retention rate
- Partnership
- 4.7yrs
- Average client relationship
- Since
- 2010
- 15+ years building dedicated teams
From Fortune 500 sales support to a 24/7 back office for ID verification.
Back office support services we take on. Check them against your list.
Six groups of back office services, each with the tasks our team runs inside your systems.
Data and document processing
Entry, checking, and filing for the paperwork behind your systems.
- Data entry from forms, emails, and scans
- Record updates and database cleanup
- Document indexing and filing
- Checks against source files
Order and transaction processing
Orders, returns, and payments entered in your platform.
- Order entry and confirmation
- Returns and refund processing
- Payment and transaction posting
- Exception notes for your team
Payroll and HR administration
The paperwork behind your people. Running a full payroll is quoted case by case.
- Timesheet and attendance collection
- Employee records and onboarding forms
- Leave and benefits tracking
- Payroll data preparation for your payroll provider
Finance support
Payables, receivables, and month-end work, inside your accounting tool.
- Accounts payable and receivable
- Bank and credit card reconciliations
- Month-end close and reporting
- Common tools: Xero, QuickBooks, MYOB, NetSuite, Odoo, Sage, SAP
Reporting and records
Recurring reports, trackers, and records, built from your data.
- Weekly and monthly report preparation
- Spreadsheet and tracker upkeep
- Records filing and retrieval
- Data checks before numbers go out
Admin support
Everyday office admin that pulls managers off their own jobs, with no phone work.
- Document preparation and formatting
- Inbox and calendar management
- Records updates and filing
- Research and list building
Outsource back office operations, automate them, or keep them in-house
What should I hand over first?
Work that repeats, follows rules, and is already written down: data entry, order processing, reconciliations.
What should I automate instead?
Steps with one clean digital input and no exceptions, such as copying a field between two systems. We provide people, not software, so we will say when automation fits better.
What should stay in-house?
Decisions and anything that carries your signature: approving payments, setting prices, negotiating with suppliers, hiring. Our team prepares, checks, and flags. You decide.
How do I start small?
Pick one process and start a team of 3. The first 3 months are a pilot you can leave on 30 days’ written notice, with no exit fee.
Back office support for your industry
Insurance
Claims intake, policy paperwork, and status updates, logged in your claims or policy system.
See the serviceLogistics
Shipment records, delivery documents, and dispatch paperwork, kept current in your tracking tools.
See the serviceHealthcare
Charge entry, claim follow-up, payment posting, and insurance verification, with HIPAA-trained staff.
See the serviceEcommerce
Order entry, returns, product data, and invoices, processed in your store platform.
See the serviceAutomotive
Dealership and service-department paperwork, records, and follow-up, handled inside your systems.
See the serviceBanking and finance
Account-opening document review, KYC checks, reconciliations, and payables support.
See the serviceHanding over the back office. What buyers worry about.
Is our data safe?
Your team works inside your systems, from our Naga City offices only, never from home. Every employee signs an NDA, production floors allow no personal phones or USB drives, and agent activity is recorded. We do not hold SOC 2 today.
How accurate is the work?
Accuracy depends on the work, so we do not quote one error rate for every task. Each type of work gets its own check against targets you set, and the reviews at 30, 60, and 90 days show where the team stands.
Will I lose control of the work?
No. You own the process, the approvals, and the targets, and escalation rules set what the team settles and what comes to you. Our supervisors write your process into SOPs and keep them current.
Who manages the team?
We do. A Team Leader and a Project Manager run the team every day at no extra charge, and handle quality checks, coaching, scheduling, and reporting. You set the targets and review the reports we send. Our HR team assigns both roles, normally one to two weeks after your deposit clears.
From first call to first task. You choose the team.
From signed agreement and deposit to team start: 15 to 30 days, depending on role complexity and team size.
- Step 01Together
Talk it through
30 to 60 minutes. A discovery call covers the work you want to hand over, its volume, your systems, and where it breaks today. We confirm the roles you need, the timeline, and availability.
Your partWalk us through one process, start to finish.
- Step 02Our side
Get the proposal
Within 5 business days. We send a proposal with the team structure, rates by tier and role, the recruitment timeline, and an overview of the contract terms.
Your partReview it and sign to confirm scope and rates.
- Step 03Together
Sign and pay the deposit
After you sign the proposal, we send the service agreement, which holds an NDA and an outsourcing agreement. You sign it, pay a one-month security deposit applied to your final month, and recruitment begins.
Your partSign the agreement and pay the deposit.
- Step 04Together
Choose your team
We source and screen candidates, test them on skills, communication, and tool proficiency, then arrange video interviews with the shortlist.
Your partInterview the shortlist and choose your team.
- Step 05Together
Start work
Agents begin in our Naga City offices and train on your processes and systems; the first 5 days of training are free. Reviews at 30, 60, and 90 days track your KPIs.
Your partGive system access and share your current SOPs.
Back office support services pricing. Published, not hidden.
One rate card, all three tiers. Every monthly figure is an estimate, billed hourly on actual hours worked, never a flat fee.
$1,092 to $1,764 per agent per month ($6.50 to $10.50 an hour), estimated, billed hourly.
Back office
Dedicated back office team- Entry · 0 to 1 years$6.50/hr$1,092 est./month
- Mid · 1 to 3 years$8.50/hr$1,428 est./month
- Expert · 3 to 6 years$10.50/hr$1,764 est./month
Each month bills hours actually worked; vacant seats, replacement gaps, and unpaid absences are not billed, except the notice period after the pilot. Finance and bookkeeping roles use the accounting card ($8.50 to $12.50 an hour) on the outsourced accounting services page, and healthcare billing uses the Medical Billing card. Your proposal shows the exact line.
In-house back office vs a dedicated team
| Item | Digital Minds dedicated team | In-house hire |
|---|---|---|
| Fully loaded cost | $1,092 to $1,764 est. monthly per agent, billed hourly. Daily supervision included | Wages, payroll taxes, benefits, equipment, and space. US benchmark: $3,500 to $7,000 a month per agent |
| Time to hire | 15 to 30 days from signed agreement and deposit to team start | You run the search, screening, interviews, and onboarding yourself |
| Management overhead | Supervised daily at no extra charge | Your finance or operations lead schedules, checks, and covers absences |
| Coverage hours | Your hours, or 24/7/365. True 24/7 on one queue takes at least 5 agents | Your office hours. Nights and weekends mean overtime or on-call pay |
| Attrition risk | If someone leaves, we replace them at no recruitment cost. A vacant seat bills nothing | Every departure costs a search, retraining, and a coverage gap |
How we protect your data. In plain terms.
Facilities
- Agents work only from our Naga City facilities, never from home
- Biometric fingerprint access to production floors
- 24/7 security guards and CCTV
Workstations and network
- Company-owned, hardened desktops
- USB ports restricted and printing disabled
- Connected to your systems by VPN where needed
People
- Every employee signs an NDA
- Every hire clears NBI, police, employer, and reference checks
- Agent activity is recorded, and screen capture can be switched off for your seats if your data rules require it
Compliance
- HIPAA Privacy and Security training for staff who handle healthcare data
- GDPR compliance for EU data subjects
- Philippine Data Privacy Act compliance, with a certified Data Protection Officer
Proof you can check
- Client retention rate
- 94%
- Average length of a client partnership
- 4.7 yrs
- Voluntary attrition, all staff, annual
- 8 to 10%
- In operation since 2010
- 15+ yrs
- Philippine BPO voluntary attrition (CCAP and Willis Towers Watson: 31% in 2022, 36% in 2021)
- 31 to 36%
Our voluntary attrition is roughly 3 times better than that benchmark.
Clients we have served
BlueCheck
24/7 back office
BlueCheck runs its 24/7 ID-verification back office with us.
Make A Fort
Back office growth
Customer service grew into a wider back office team.
P&G
B2B sales support
P&G has used our team for B2B sales support since 2020.
From our clients
What started as customer service grew into dedicated support across marketing, supply chain, accounting, and bookkeeping.
We had a bad experience with an outsourced staff prior to them and this gave us a negative impression with the bpo industry. … 4 years later we are still working with them! It was the best decision we ever did in our business.
Back office work depends on exceptions. Our clients stay long enough for the team to learn theirs.
Outsource Back Office Support to the Philippines. Run from Naga City.
If you are weighing back office outsourcing in the Philippines, four questions decide it: time zone, English, data security, and management. Here are our answers, from Naga City.
Time zone. US business hours fall in the Philippine evening and night, and the night differential is built into the rate, so US hours carry no premium. UK hours fall in the Philippine late afternoon and evening; Australian east-coast hours fall in the daytime.
English. Candidates are screened for English communication, and you interview the shortlist before anyone starts.
Data security. As a back office BPO Philippines provider, we keep agents in our own offices, inside your systems.
Management. Our supervisors manage the team every day, so when you outsource back office services this way, your management load does not grow.
These shift by an hour when clocks change.
How to choose a back office support partner
| Criterion | Question to ask | What to look for |
|---|---|---|
| 01Quality checks | Question to askHow do you check output for each type of work, and who sets the targets? | What to look forA named check per type of work, measured against targets you set. Be wary of one accuracy figure for everything. |
| 02Document handling | Question to askWhere do my documents and records live while your team works on them? | What to look forWork done inside your systems, with nothing stored on local machines unless your workflow requires it. |
| 03System access | Question to askHow does the team get into my systems, and who controls that access? | What to look forAccess you grant, scoped to the work. |
| 04SOP ownership | Question to askWho writes and updates the SOPs, and who owns them? | What to look forYour process written down by the provider and owned by you. |
| 05Rates and exit | Question to askAre rates published, and what are the exit terms? | What to look forPublished tiers billed on hours worked, a pilot, and no fixed term after it. |
Is this a fit?
Talk to us if
- You want a dedicated team, starting at 3 people, that grows with your workload
- You would rather we handle recruiting, training, and daily supervision
- Your work follows written steps in systems your team can access
Look elsewhere if
- You need one person for a short, one-off project
- You need people working from home. Our agents work from our offices
- Your vendor policy requires a SOC 2 report today. We do not hold one today
Request a proposal
Tell us the work you want to hand over and the systems it runs in. An advisor reads every request and comes back with questions or a proposal outline.
My advice for anyone considering Digital Minds BPO: start small where you have the greatest need, then expand as you see what’s possible.
Back office support services FAQs
What is back office support?
What are back office services?
How much does it cost to outsource back office services?
What is the minimum team size?
How do you check quality?
What contract terms do you offer?
Is back office considered BPO?
Tell us what your back office costs today. We’ll show the difference.
Book a consultation and we’ll map the work, the systems, and the rates. Prefer to talk now? Call the number for your region.
US +1 302 501 7702 · UK and Europe +44 736 049 6832 · Australia +61 495 033 200 · New Zealand +64 781 07413