BUILT FOR · BACK OFFICE & ADMINISTRATION

An inbox that becomes a managed processing hub.

Aryamy absorbs the repetitive work and keeps the team focused on decisions, clients, and exceptions.

See the Back Office & Administration solution Free 30-min audit →

6 tasks

handled automatically

8 states

in the processing cycle

4 types

of structured files

Back Office & Administration pack Covered tasks

01Email, WhatsApp, scans, and attachments

Tracked

02Document management, filing, and renaming

Tracked

03Scheduling and calendar

Tracked

04Client follow-ups and drafts

Tracked

05Activity reports and alerts

Tracked

File lifecycle

Every file moves forward
through a clear, traceable cycle

Aryamy keeps every file's status current, flags blockers, and triggers the next action at the right time.

Intake

Document received

Identified

Processing

Filed

Action prepared

Approval

Awaiting approval

Approved

Tracking

Follow-up sent

Closed

Archived

File types

The files you handle
are all covered

Client file

Documents, communications, follow-ups, and full history.

Vendor file

Contracts, invoices, and payments tracked.

Correspondence file

Inbound and outbound mail filed, timestamped, and tracked.

Task file

Action created, assigned, tracked, and closed.

Client journey

A continuous flow,
from first contact to delivered result

Information arrives through a connected channel

↓

Aryamy understands it and retrieves the matching file

↓

The document and file system are updated

↓

The next action is prepared

↓

The manager oversees approvals and reports

Illustrative data · orders of magnitude observed

What changes, in numbers

A preview of the kind of gains observed in this industry. Your exact figures are measured during the free audit based on your actual volume.

Daily inbox triage time

90 min before

15 min with Aryamy

Documents filed automatically

35% before

97% with Aryamy

Missed client follow-ups

18% before

1% with Aryamy

Real example · Back Office & Administration

Information arrives through a connected channel

1Aryamy understands it and retrieves the matching file

2The document and file system are updated

3The next action is prepared

4The manager oversees approvals and reports

Aryamy absorbs the repetitive work and keeps the team focused on decisions, clients, and exceptions.

Automations

Repetitive actions are
prepared and tracked

Inbox triage

Document filing

Task creation

Client reminder

Daily report

Operational queue

What's stuck is
visible and prioritized

Aryamy automatically detects stuck files, pending signatures, and unconfirmed payments so nothing sits unassigned.

Urgent

Files past their processing deadline

Stuck on the client side with no response for 7 days

Documents expected for more than 5 days

To handle

Stuck on the partner or vendor side

Signatures expected but not confirmed

Decisions awaiting a response

In progress

Payments expected, to confirm

Documents to resend or complete

Assigned tasks not yet closed

Follow-ups and deadlines

Deadlines are met
with no manual action

Aryamy triggers follow-ups at the right time and escalates when a file stays stuck past the defined threshold.

D+3

First contact

Acknowledgment of receipt, request for missing documents, and confirmation the file is being handled.

D+7

Active follow-up

If there's no response: an automatic follow-up reminding of the expected document or action.

D+15

Escalation

Internal alert if the file stays stuck. The manager is notified and takes over.

Client WhatsApp channel

The client sends their documents
depuis straight from their phone

Aryamy receives WhatsApp attachments, files them in the right place, and replies to the client with no manual work from your team.

Receiving documents

The client sends a photo or a PDF. Aryamy files it in the right place.

Acknowledgment of receipt

An automatic confirmation message. The client knows their document was received.

Requesting a clearer resend

If a photo is blurry or incomplete, the client is asked to resend it.

Missing-document reminder

If a document is still expected after 48 hours, the client gets a follow-up message.

Status updates

A proactive message keeps the client informed of their file's progress.

Booking an appointment

A time slot is proposed and confirmed directly from the conversation.

Admin Telegram channel

Oversight
depuis from your phone

A Telegram channel dedicated to your team. Alerts, reports, and management commands are available in seconds, with no interface to open.

Real-time dashboard

The number of open, stuck, and pending files, available in one message.

Blocker alerts

Immediate notification if a file exceeds its deadline with no action taken.

Oversight commands

/list, /alert, /report — quick access to data with no interface to open.

Daily report

An automatic summary every morning: new items, work done, and anomalies for the day.

Internal escalation

If a critical situation is detected, the manager is notified immediately.

Partners & contributors

Every outside party
has their place in the file

Exchanges, documents, and deadlines involving your partners are logged in the relevant file. No information stays stuck in an inbox.

Client

Complete file, tracked communications, and scheduled follow-ups.

Vendor

Invoices, orders, and payments tracked.

Partner

Agreements and document exchanges tracked.

Manager

Dashboard, alerts, and consolidated reports.

Documents signed in minutes

Engagement letterContractQuoteEndorsementAgreementConfidentiality agreementPower of attorney

Legal value · Automatic archiving · Time-stamped proof

E-signature

Sign and archive
with no printing or scanning

Engagement letters, contracts, quotes, and endorsements are sent for e-signature and archived automatically in the file. Time-stamped proof is kept and exportable.

Document sent for signature by email or WhatsApp

Signed in one click from any device

Immediate, time-stamped archiving in the file

Signature notification sent to all parties

Documents processed

Every document from your business
identified and filed

Aryamy recognizes, renames, and automatically files the documents from your industry in the right place, following your rules.

ContractInvoiceQuotePurchase orderLetterMeeting notesReportID documentBank detailsSupporting documentExpense receiptInternal procedure

What Aryamy covers for you

Client relations, production,
and oversight, together

Client relations

WhatsApp, email, and appointments

Receiving documents, acknowledgments, proposed time slots, confirmations, and reminders with no manual action.

Production

Files, document management, and deliverables

Documents identified, renamed, filed, and tracked through to the final report or completed file.

Oversight

Follow-ups, reports, and billing

Visible priorities, prepared actions, measured activity, and tracked payments. A consolidated real-time view.

Full scope

Everything Aryamy
handles for Back Office & Administration

·Email, WhatsApp, scans, and attachments

·Document management, filing, and renaming

·Scheduling and calendar

·Client follow-ups and drafts

·Activity reports and alerts

·Invoicing and payment tracking

Security & GDPR

Your data stays
controlled and protected

France-hosted option, end-to-end encryption, role-based access control, and a time-stamped audit log. Aryamy is built to meet GDPR requirements from day one.

See the Security page →

France-hosted option

GDPR

Native from day one

AES

256-bit encryption

ROLE

Role-based control

LOG

Time-stamped log

AUDIT

100% auditable