Context

In 2016, Audrey & Gabrielle launched their interior design agency Maison A&G. The agency quickly met with great success, and the co-founders realized the need to delegate certain administrative tasks in order to focus on their core business. In January 2022, they joined TheAssistant to outsource their time-consuming tasks and concentrate on creating exceptional interiors.

Missions entrusted to TheAssistant

The co-founders wanted to delegate and automate a number of tasks, such as order management and tracking, and switchboarding. As the agency grew, requests became more diverse and complex. TheAssistant followed.

Switchboard

To optimize call management and avoid interruptions, Maison Audrey & Gabrielle has set up a telephone switchboard. Calls are filtered according to their nature (customers, suppliers, job applications), relevant information is collected and forwarded to the appropriate contacts, and greetings are personalized to reflect the agency's image.

Supplier orders

TheAssistant takes care of the entire order process, from quotation request to delivery. This includes validating quotations, creating customer invoices, placing orders with suppliers and tracking deliveries.

Financial and accounting management

TheAssistant ensures accurate financial management in line with agency requirements:

Expense tracking: Monthly analysis of expenses incurred, collection of receipts, and maintenance of expense ceilings.
VAT preparation: Collection of bank statements, identification of unsupported expenses, import of missing documents, and communication with the accountant for the VAT declaration.
Invoicing: Creation and dispatch of down-payment, retro-commission and supply invoices via Axonaut, in coordination with project managers and the accounting firm.
Unpaid invoices: Weekly monitoring of unpaid invoices, sending personalized reminders, and collection if necessary.

Human resources

TheAssistant has put in place a rigorous human resources management system, covering the entire employee life cycle:

Integration of new arrivals: Sending welcome documents, collecting administrative information, registering on internal platforms (ALAN, Crédit Agricole), and communicating with the accounting firm for hiring formalities.
Employee follow-up: Management of absences, expense claims, and transmission of variable elements for pay slips. Uploads pay slips, payslips, and securely archives them on the Drive.
Freelance contracts: Renewal and dispatch of contracts for electronic signature via SignRequest, registration on the Drive, and monitoring of contractual deadlines.

Travel

TheAssistant also organizes business travel, including flight and accommodation bookings in Dubai, ensuring that reservations are in line with customer preferences.

Specialized assistant

The agency uses TheAssistant for specific needs such as drafting late payment penalty contracts and translating documents, thus lightening the team's mental loadTheAssistant populates a file dedicated to business contributors, recording relevant information as soon as exchanges are received by email.

Personal assistant

The founders occasionally call on TheAssistant to organize personal events, such as family weekends, thus simplifying their daily lives.

Results

Today, the agency employs 15 people and continues to grow. TheAssistant continues to support them as they grow, and keeps pace with their changing needs:

The Team 1600 Plan enables :

Access for up to 20 users
Purchasing management
Customized team processes
An account manager
‍

Outsourcing went smoothly, thanks to TheAssistant 's adaptability to the tools used by the agency (Revolut, Axonaut, Quickbooks, Signrequest etc.). Unlike conventional virtual assistants, the solution adapts to any tool without requiring additional training or management. What's more, the interface makes it possible to track the progress of delegated tasks, really lightening the mental load.

TheAssistant has also facilitated the agency's digital transformation by setting up payment processes (with Qonto), contract signature (with Sign Request) and document collaboration on a common drive.