Vendor Onboarding
W-9s, COIs, payment terms, approval records, expiration dates, and storage location should be handled before a vendor becomes a problem.
Done-for-you back office · Construction · Home services · Compliance-heavy SMBs
We run your back office. You run your business.
Bookkeeping support, vendor management, workflow automation, and compliance tracking — built, implemented, and operated by one team.
Not software. Not consulting. A system that actually runs.
Includes a free Back Office Health Check.
15 minutes. Read-only access when needed. You keep the PDF either way.
Your business isn't just losing time. It's losing track of details.
Bills arrive by email. Receipts get misplaced. Vendor paperwork lives in different folders. Approvals happen through text messages. Compliance dates are remembered at the last minute.
Over time, the back office becomes harder to trust.
- Bills and payment requests get buried
- Vendor documents go missing or expire
- Receipts and records are scattered
- Approvals are unclear or undocumented
- Compliance deadlines get remembered too late
Everyone helps with part of your business. Nobody runs it.
Accountants
Track the numbers.
Software
Organizes them.
Consultants
Give advice.
SBSS
Actually runs the system.
The Back-Office Systems We Run
Four connected systems. One team operating them.
Finance Operations
- Bookkeeping support
- Bill pay & approvals
- Cash flow visibility
Vendor Operations
- Onboarding & W-9 collection
- Insurance / COI tracking
- Vendor approval workflows
Workflow Operations
- Approval routing & reminders
- Document collection
- Process design & SOPs
Compliance Operations
- Licenses, permits & renewals
- Filings & deadlines
- Document retention
Built From Experience, Not Guesswork
SBSS was built from hands-on back-office experience — not generic templates.
We've seen where small businesses lose control: bills buried in email, missing W-9s, expired COIs, unclear approvals, scattered receipts, and compliance dates tracked by memory.
Our internal SOPs are designed around those failure points. We don't hand you a checklist and walk away. We help build the workflow, organize the information, and operate the process.
The Details That Usually Fall Through the Cracks
A short look at what we think about when we build workflows — so you can spot the gaps in yours.
Bills & Payments
Every bill should have a clear path: received, reviewed, approved, paid, recorded, and filed.
Inbox & Documents
Important documents should not disappear into email. They need to be identified, routed, stored, and followed up on.
Compliance Tracking
Renewals, licenses, insurance, and deadlines should be visible before they become urgent.
Who We Run It For
Built for owners who can't afford to let operations slip.
Construction
- Lien waiver tracking
- Subcontractor onboarding
- Permit & compliance filings
Home Services
- Vendor coordination
- Insurance & license tracking
- Job costing & margins
Compliance-Heavy SMBs
- OSHA & industry filings
- Licensing renewals
- Document retention policies
Owner-Led Small Businesses
- Bills, vendors, and emails spread across too many places
- Admin work living in the owner's head
- Back-office tasks handled only when urgent
How It Works
- Back Office Health Check — We review how your books, inbox, bills, vendors, and workflows are currently being handled. When appropriate, we can connect read-only systems like QuickBooks or Gmail to produce a dated scorecard across books hygiene, leakage, and operational risk.
- Design — We map the workflows, vendor system, approvals, reporting, and recurring tasks your business needs.
- Implement — We configure the tools, clean up the handoffs, organize documents, and connect the dots.
- Operate — We help run the back office day-to-day so the details do not fall back on you.
Packages
Most clients invest $700–$2,000/month. Pricing scales with vendors, transaction volume, and compliance complexity — not headcount.
Back Office Basics
$300–$500/mo
For small businesses that need monthly support and visibility.
- Monthly bookkeeping
- Bill tracking
- Basic workflows
- Monthly reporting
Most clients start here
Managed Back Office
$700–$900/mo
For businesses with recurring bills, vendors, approvals, and admin workflows.
- Everything in Back Office Basics
- Vendor onboarding & management
- Workflow automation
- Quarterly compliance reviews
- Cash flow visibility
Full Back Office Operations
$1,400–$2,500/mo
For businesses that need end-to-end support across finance, vendors, workflows, and compliance.
- Everything in Managed Back Office
- End-to-end bill pay & approvals
- Full compliance concierge
- Operational reporting
- Ongoing system optimization
What Clients Say
We use encrypted token storage, limited account access, and read-only permissions where possible. You stay in control of your data and can revoke access at any time.
Meet Your Back-Office Partner
William Brewer — Founder, SBSS
I'm William Brewer. I started SBSS after seeing the same problem inside too many small businesses: the owner was responsible for everything, but the back office had no real system.
Bills lived in email. Vendor paperwork was scattered. Approvals were unclear. Renewals were remembered too late. Books only worked when everyone else remembered to send the right information.
SBSS was built to fix that. We help turn the back office into a repeatable operating system — then we help run it.
Find out what your back office is costing you — in 15 minutes.
Book a 15-minute consult and we'll help you identify where your back office is leaking time, money, or attention. You'll leave with a clear next step — whether or not we end up working together.
Schedule Your Free 15-Min ConsultIncludes a free Back Office Health Check.
Book your free 15-minute consult
Tell us a little about your business. We'll reply within one business day to schedule.
Prefer to self-schedule? Book directly on Google Calendar →
Frequently Asked Questions
What does SBSS actually do?
SBSS is a back-office operations partner for small businesses. We build, implement, and run the recurring administrative systems — bookkeeping support, bill pay, vendor management, approvals, document workflows, and compliance tracking — so the details don't fall back on you.
What does "running the back office" mean?
It means we help manage the recurring administrative systems that keep your business operating: bookkeeping support, bill tracking, vendor paperwork, approvals, document collection, workflow reminders, and compliance follow-up. We are not just giving advice or handing you software. We help operate the process.
Do you replace my accountant?
No — we run the operational backbone your accountant reports on. Accountants track the numbers; we're the team that makes sure the numbers, vendors, workflows, and compliance all hang together day-to-day.
What happens on the free consult?
A 15-minute call where we walk through how your books, inbox, bills, vendors, and workflows are currently being handled. When appropriate, we can connect read-only systems like QuickBooks or Gmail to produce a dated scorecard across books hygiene, leakage, and operational risk. You leave with a clear next step — whether or not we end up working together.
What's the Back Office Health Check?
It's the deliverable of the consult. When appropriate, we run automated checks against your QuickBooks and Gmail (abandoned integrations, duplicate vendors, GL coding coverage, AP aging, duplicate bills, subscription sprawl, and more), score each across three dimensions, and hand you a PDF you can share with your CPA or file for later.
How much does this cost?
Most clients invest $700–$2,000 per month. Pricing scales with the number of vendors you manage, your transaction volume, and your compliance requirements — not headcount. We quote after a free consult so the price reflects your actual operations, not a template.
How fast can you get started?
We can typically onboard new clients within a week after the consult.
Is my financial data secure?
We use encrypted storage for access tokens, limit access to authorized team members, and use read-only connections when the workflow allows. You can revoke access at any time.
Who owns my data?
You do. Export or delete your data anytime. If you cancel, we confirm your deletion request within 48 hours and fully purge within 30 days.