Services
Back office and administration
Back office work is invisible until it fails, and then it fails in front of a customer, an auditor or a regulator. The risk in outsourcing it is not the cost of the labour but the loss of control over records, exceptions and audit trails. Corpshore Canada runs back office and administration from Ontario, Quebec and Alberta, covering data processing, document management and digitisation, order management and case administration, on documented workflows with full audit trails. Records are retained to your schedule under PIPEDA and, on Quebec engagements, Law 25, and volume processing that does not need to be Canadian can sit in the global network under the same controls. The point is not to move the work out of sight. It is to run it with more discipline than an in-house team stretched across other priorities can sustain.
How the service works
- 1
Process capture and control mapping
We document the process as it actually runs, including the exceptions and workarounds that never made it into the procedure. We map the controls each step needs, the audit evidence it must leave behind and the points where the current process creates its own rework, so the design targets the cause rather than adding people to the queue.
- 2
Transition and knowledge capture
Undocumented knowledge leaving the building is the largest risk in a back office transition, so we capture it structurally. We build the procedure library, the quality checks and the exception paths during transition, and we run parallel before cutover on anything that touches a regulated record or a customer-facing output.
- 3
Ramp and control validation
Teams of one to ten are typically live within 5 to 15 business days of signature, and deployments of 20 to 100 within 3 to 6 weeks. Before live volume, we validate that the controls produce the audit evidence you need and that exceptions route correctly, so the first period close or audit sample does not surface a gap.
- 4
Steady state and error elimination
In steady state the team works to remove the defects that generate rework and exceptions rather than only clearing them. We fix the causes inside the process, bring the upstream ones to you with evidence and report accuracy and cycle time on an agreed cadence so a quality drift is caught early rather than at audit.
How we deliver it from Canada
Delivery is from Ontario, Quebec and Alberta, in English and Canadian French as standard, with volume processing available from the global network under the same controls. Coverage runs business hours or extended hours to fit your processing windows and period ends, and teams work in your systems and document repositories rather than ours so records and audit trails stay in one governed place.
Pilot, 5 to 15 seats
A dedicated processing team under a Corpshore team leader, with embedded quality checking and a documented procedure library, sized to prove accuracy and cycle time on a defined process.
Established, 20 to 60 seats
Multiple teams under team leaders reporting to an operations manager, with dedicated quality assurance, workforce planning around your processing windows and a named process-improvement function.
Programme, 60 seats and above
A managed programme with an account director, operations managers per process and a blended Canadian and offshore design where high volume, low sensitivity work justifies it under one control framework.
Compliance and data handling
Operations comply with PIPEDA by default, with Quebec Law 25 applied to Quebec engagements, including consent handling, privacy impact assessment support, breach notification and retention. Records are retained and destroyed to your schedule with the audit evidence to prove it, and where work touches payment or other regulated data the relevant group security framework applies. Where any processing is supported from the global network, the cross-border transfer position is documented transparently in line with PIPEDA before go-live.
Technology
We work in your systems: your ERP, document management, workflow and case tools, so records and audit trails stay intact. Where a process is manual and repetitive, we bring proven workflow and automation tooling and integrate it under your governance, keeping a human in the loop on exceptions and judgment. Optical character recognition and intelligent document processing are used where they measurably reduce handling without weakening the control.
How performance is measured
- Processing accuracy and error rate against sampled quality checks
- Cycle time and turnaround against your service windows
- Exception volume and time to resolve exceptions
- Backlog age and adherence to retention and destruction schedules
- Productivity and cost per transaction at the account level
Reporting runs on an agreed cadence, typically weekly operational reviews and monthly business reviews, with accuracy, cycle time and exceptions analysed by us rather than handed over as raw counts. Audit evidence is available to your schedule, and process-improvement opportunities are tracked as a standing item so the operation gets cleaner over time rather than only staying staffed.
Where this applies
Banking and financial services
Account maintenance, document indexing and reconciliation support, with segregation of duties preserved and adjudicative decisions kept in Canada under a documented cross-border position.
Insurance
Policy administration, document digitisation and case setup, delivered on documented workflows with the audit trail a regulated insurer needs at renewal and audit.
Government and public sector
Records digitisation, case administration and correspondence processing with Canadian data residency held where a public sector buyer requires it and bilingual handling as standard.
Pricing and engagement models
Back office work is priced as a dedicated team, a managed service with volume bands, or per transaction where the unit of work is well defined. Dedicated teams suit judgment-heavy or sensitive processing; managed service suits variable volume and seasonal peaks; per-transaction pricing suits high volume, standardised work with a clear specification, and a blended Canadian and offshore model keeps sensitive work in Canada.
Frequently asked questions
How do you keep control of our records and audit trail?
We work in your systems and document repositories rather than moving records into ours, so the audit trail stays in one governed place. Every step is documented with the control and evidence it must produce, records follow your retention and destruction schedule, and we validate that the controls generate the audit evidence you need before live volume rather than after.
Where does our data sit?
Canadian delivery keeps data in Canada by default, and Quebec engagement data stays in Quebec where Law 25 or your own policy requires it. Where high volume, low sensitivity processing is supported from the global network, the cross-border transfer position is documented transparently in line with PIPEDA before go-live, and regulated or adjudicative work remains in Canada.
How do you handle exceptions rather than just the standard flow?
Exceptions are where back office risk lives, so we map them during transition and build explicit routing and resolution paths for them rather than treating them as noise. Exception volume and time to resolve are reported, and recurring exceptions are traced to their cause so the process generates fewer of them over time instead of absorbing more people to clear them.
Can automation reduce the manual work?
Yes, where it earns its place. We apply workflow automation, optical character recognition and intelligent document processing to repetitive steps, keeping a human in the loop on exceptions and judgment. Automation is introduced under your governance with the control preserved, because a faster process that weakens an audit control is not a saving once the auditor arrives.
How quickly can a team be live?
Teams of one to ten are typically live within 5 to 15 business days of signature, and deployments of 20 to 100 within 3 to 6 weeks. The timeline depends on process complexity, systems access and control requirements, and we validate controls and exception routing in parallel before cutover so the first period end does not surface a surprise.
What does the cost saving look like?
Cost reductions of 40 to 75 percent against equivalent in-house Canadian hiring are typical, and the honest figure depends on the process, its sensitivity and the coverage model. The cost calculator on this site makes the employer burden explicit, since CPP, EI, Employer Health Tax and workspace cost are what most buyers underestimate when they compare processing done in-house.
Build your Canadian team
Tell us the work, the languages and the coverage you need. You will have a considered response within six hours, or book a discovery call now.
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