Vik Office: Frequently Asked Questions About Administrative Outsourcing
Here we have answered some of the most common questions our clients ask. If you cannot find the information you are looking for, feel free to contact us — we will be happy to clarify any details.
1. About Working With Us
Q1: What is the first step toward working with VIK Office?
A: It is very simple. Contact us via our contact form, email or phone. We will arrange a free, no-obligation consultation (online or in person) to understand your needs in detail. We will then provide you with a clear proposal outlining the services, timelines and pricing. Once you accept the proposal, we can start as early as the next business day.
Q2: Is there a minimum contract period, and what type of contract do we sign?
A: Yes. For ongoing cooperation, we sign a Business and Technical Cooperation Agreement. It can be concluded for a fixed or indefinite period, depending on your needs.
It is important to note that the agreement does not contain penalty clauses — our cooperation is based on trust and quality, rather than obligations backed by penalties.
Q3: How are your services billed?
A: Our payment terms are flexible and agreed upon before we start working together. The most common options are:
Monthly invoicing: On the first day of each month, we issue an invoice for services provided during the previous month, with a payment term of 7 to 10 days.
Individual invoicing: For one-time or occasional services, we can issue an invoice upon completion of the work.
All billing details, the scope of work and deadlines are clearly defined and included in the agreement, ensuring full legal and financial clarity for both parties.
2. Security and Confidentiality
Q4: Do we sign an agreement, and what is its purpose?
A: Yes. For all ongoing cooperation, we sign a Business and Technical Cooperation Agreement. Its purpose is to provide legal protection and clarity for both parties.
The agreement clearly defines the scope of work, confidentiality, payment terms, and the rights and obligations of both parties. It is important to emphasize that our agreement does not contain penalty clauses — its purpose is to protect and structure our cooperation, not to “lock you in.”
Q5: How do you ensure the security and confidentiality of our data?
A: This is our absolute priority. We follow a strict data protection protocol (an NDA is standard), use encrypted communication channels and secure cloud platforms. Your login credentials and documents are never shared. All work is carried out in a secure virtual environment.
Q6: Do you have access to our bank accounts or finances?
A: Never, unless you explicitly authorize us to do so. Most clients send us invoices for review or distribution, but we never initiate payments and do not have access to your funds. Our role is to organize and prepare documentation, while you make the final decision and provide authorization.
3. About Specific Services
Q7: Can you work with our accountant?
A: Absolutely — this is one of our key strengths! We often act as a link between you and your accountant. We collect and organize all the necessary documents (invoices, reports, etc.) and send them to your accountant on time, making the process easier for both you and your accountant.
Q8: Can you adapt to our existing workflow and systems (e.g. specific software)?
A: Absolutely. We work with commonly used tools such as Microsoft Office, Google Workspace, PDF and SEF. If you already use a specific platform or template, we will adapt to it. If you do not have an established system, we can suggest the most suitable solution for your needs.
Q9: What exactly is included in the “Virtual Administrative Assistant” service?
A: This is our most flexible service, tailored specifically to your needs. It can include anything from routine form filling (APR, ePorezi) and typing up meeting minutes, to email organization, meeting scheduling and preparing reports.
During the consultation, we will define together the exact scope of support you need.
4. Pricing and Value
Q10: How much do your services cost?
A: The price depends directly on the scope and complexity of your needs. We do not charge for packages that include services you do not need.
After reviewing your requirements, you receive a transparent proposal with either a fixed monthly fee or a project-based price, so you know exactly what to expect.
Q11: Is administrative outsourcing cost-effective for a small business or sole proprietor?
A: More than ever. Instead of paying for a full-time employee for tasks that may take up only 20–30% of their working day, you pay only for the actual time spent by a professional.
You also avoid the costs and responsibilities associated with recruitment, training, setting up a workplace and employee contributions. In many cases, this can be a much more financially efficient solution.