AI employees · Operations & back office
Make the Software You Already Pay For Work Together
Scheduling updates, double entry, invoice reminders, review requests and the weekly numbers shouldn't eat your evenings. The Operations Coordinator and the Back-Office Employee work inside your phone, CRM, calendar and accounting so routine office work runs by rule, and your team handles the exceptions.
Built by a roofing company owner in the Phoenix Metro.
- Hard limits on what needs your approval
- Built on the tools you already use
- Every automated step is logged
- Built by a roofing company owner in the Phoenix Metro.
The field work ends. The office work doesn't.
Owners describe it the same way: the job's done, and then scheduling, billing, estimate tracking and paperwork are waiting. Most of it is the same steps, repeated by hand, across tools that don't talk to each other.
Scheduling by phone tag
Confirmations, reschedules and "when will the tech get here?" calls fill the office day.
The same data, typed three times
Customer details go into the phone log, then the CRM, then accounting.
Six clicks for a two-click job
When tools are layered on top of each other, every simple task takes a detour.
Invoices nobody follows up on
Payment reminders wait until the owner has time, which is rarely.
Reviews asked for at the wrong time, or never
Happy customers aren't asked while the job is still fresh.
Five dashboards, no answer
Getting this week's numbers means stitching together reports from several platforms.
The employees who run the office work
The Operations Coordinator
Materials ordered when the job is sold, not the morning of. Crews scheduled and reminded. Suppliers confirmed. This employee runs the unglamorous coordination work that eats an owner's afternoons — the texts, the confirmations, the “did the shingles show up?” calls.
The Back-Office Employee
Invoices go out when the job is done — like clockwork. Paperwork filed, job details logged, records kept straight. The admin work that used to wait for your Sunday night now happens the same day, every day.
One job, from booking to the weekly report
The Operations Coordinator keeps the job moving; the Back-Office Employee keeps the paperwork and the money moving. A person handles anything that needs judgment.
- Automation
Book by your rules
Territory, hours, job type, emergency status, tech skills, job length and memberships decide where the job lands.
- Automation
Order materials and schedule crews
Materials ordered when the job is sold, not the morning of. Crews scheduled and reminded. Suppliers confirmed.
- AI
Handle reschedule requests
When a customer texts to move an appointment, AI reads the request and offers only the slots you've approved.
- Automation
Confirm and remind
A booking confirmation and a reminder the day before go out automatically.
- Automation
Send the on-the-way notice
The customer gets a "technician on the way" text when the tech heads out.
- Automation
Sync the job everywhere
Job details move once between the CRM, calendar and accounting. Nobody types them in again.
- Automation
Invoice and remind
The invoice is delivered with a payment link, and reminders follow your payment policy.
- AI
Spot a dispute
If a reply to a payment reminder reads like a complaint or a dispute, AI flags it instead of sending another reminder.
- Human
Your office handles the exceptions
Disputes, credits, changed terms and anything unusual go to a person.
- Automation
Request a review
Eligible completed jobs get a review request at the right moment, followed by one reminder.
- Automation
Report the week
One summary: leads, response times, bookings, open estimates, collections and exceptions.
An example job lifecycle. We start with the steps that cost you the most time, not every step at once.
Five areas we automate
Dispatch, syncing, invoices, reviews and reporting, with two examples from each.
- Automation
Dispatch: custom booking rules
Jobs land with the right tech in the right time window, based on rules you set. These are booking rules, not "AI scheduling".
- Automation
Dispatch: confirmations and on-the-way texts
Fewer no-shows and fewer "where's my tech?" calls.
- Automation
Syncing: enter it once
Customer and job data flows between your phone system, web forms, CRM, calendar and accounting.
- Automation
Syncing: native features first
We turn on what your software already does before adding anything new.
- Automation
Invoices: payment links and reminders
Consistent, respectful reminders that follow your payment policy and your tone.
- AI
Invoices: dispute detection
Replies that read like a dispute are flagged for a person instead of getting another reminder.
- Automation
Reviews: requests after the right jobs
A timed request, and one reminder, after each eligible completed job.
- AI
Reviews: reply drafts (optional)
Suggested responses to new reviews, for your team to approve and post.
- Automation
Reporting: one weekly summary
Leads, response times, bookings, open estimates, collections and exceptions in one place.
- Automation
Reporting: exception alerts
When something breaks or needs a decision, the right person hears about it.
What we'll automate, and what stays with a person
- Automation
We will: log every automated action
There's a record of what ran, when and why, and a way to roll it back.
- Automation
We will: fall back to a manual step
If a system isn't supported, we say so and design a simple manual step instead of forcing it.
- Human
We will: route exceptions to a named person
Disputes, failed syncs and odd cases land with someone on your team, not in a void.
- Human
We won't: change payment terms or offer credits
No legal threats, changed terms or credits go out without your approval.
- Human
We won't: gate or buy reviews
No steering unhappy customers away from review sites, no incentives for good ratings and no fake reviews.
- Human
We won't: automate sensitive promises
Pricing, warranty and contract questions stay with your team.
Never does without approval
- Human
The Operations Coordinator
Places an order above a dollar limit you set.
- Human
The Back-Office Employee
Sends anything involving payment disputes or collections.
Keep the tools that work. Connect what doesn't.
We start with an audit of your current stack and are plain about each piece: native configuration, a standard integration, custom API work, a manual fallback, or not supported. Some vendors charge their own fees, and we'll name them up front. Works with tools like:
- ServiceTitan
- Jobber
- Housecall Pro
- GoHighLevel
- QuickBooks Online
- Google Calendar
- Google Sheets
- Your business phone system
Where the office hours go
Before an employee clocks in, we measure. This is the kind of weekly baseline we map with you: hours your team spends on repeatable office tasks. The numbers below are an illustrative example, not a client result.
| Series | Value |
|---|---|
| Scheduling, confirmations and reschedules | 7 hr/week |
| Re-entering data between systems | 5 hr/week |
| Status-update calls | 4 hr/week |
| Invoice follow-up | 3 hr/week |
| Building the weekly numbers | 2.5 hr/week |
| Asking for reviews | 1 hr/week |
Your baseline comes from your own team's time during onboarding.
Why review requests matter: in BrightLocal's 2025 survey of 1,026 U.S. adults, 74% said they use at least two review sources, and Google remains the main one. We build the request system, not the ratings.
What we measure
- Automation
Hours saved
Time a task took at baseline, minus the time it takes once the workflow is live.
- Automation
Days to payment
Average days from invoice to payment.
- Automation
Review request coverage
Eligible completed jobs that got a request ÷ all eligible completed jobs.
- Automation
Follow-up coverage
Open items with a recorded next action ÷ all open items.
- Automation
Exception rate
Automated actions that needed a correction ÷ all automated actions.
- Human
Contribution return
Extra gross profit plus labor saved, minus what the program costs.
We report what didn't work as well as what did.
Fair questions owners ask
I already have ServiceTitan, Jobber or GoHighLevel.
Good. We audit what you have first, configure the features you're already paying for and connect only what's missing.
I'm not technical.
You don't need to be. We build, document and monitor the workflows. You approve the rules.
Another agency burned me.
We start in shadow mode, with a baseline and a change log. Accounts are set up in your name wherever the vendor allows, and your data stays yours. No long contracts to get started.
Will this replace my office staff?
It removes repetitive tasks, not people. Your team gets fewer interruptions and better information.
Workflow automation FAQ
Which employee should we hire first?
Usually the one that takes the most of your time every week. On a 30-minute fit call we look at where your time actually goes and which hats are heaviest. If an AI employee isn't the fix, we'll tell you. See how it works.
Do we have to switch software?
No. We work on the tools you already use. If something truly can't be connected, we'll tell you and suggest a manual step.
What if a sync fails?
A failure raises an alert to a named person, every action is logged, and changes can be rolled back.
Can automated invoice reminders upset customers?
Reminders follow your payment policy and your tone. Anything that looks like a dispute goes to a person, and no reminder changes your terms.
Is review automation allowed?
Asking every eligible customer for an honest review, at the right time, is fine. We don't gate reviews, offer incentives for good ratings or post fake reviews.
What does the weekly report include?
Leads, response times, bookings, open estimates, collections and exceptions, in one summary instead of several dashboards.
What does it cost?
The Operations Coordinator is from $800/mo and the Back-Office Employee is from $600/mo, each a flat monthly rate. Plus a one-time setup fee per hire, quoted after your fit call. It depends on your business size and how many systems we're connecting. See pricing.
How long does it take?
Most first hires are live within a few weeks of the fit call, depending on how quickly we get through the onboarding calls together.
Flat monthly rate. No hourly billing, no per-call surprises.
Plus a one-time setup fee per hire, quoted after your fit call. It depends on your business size and how many systems we're connecting.
The Operations Coordinator
from $800/mo
Orders materials, schedules crews, and confirms suppliers.
Hire the Ops CoordinatorThe Back-Office Employee
from $600/mo
Sends invoices when the job is done and keeps records straight.
Hire the Back Office
Hire one, or hire the crew. Each additional employee adds to the same setup — your second and third hires cost less to get started than your first.
Built around how trades actually run
HVAC
Seasonal spikes, after-hours no-cool and no-heat calls, and estimates that wait while the next truck rolls.
Plumbing
Urgent leaks and routine jobs share one line, so a missed call and a slow follow-up both lose work.
Roofing
Storm weeks fill the phones, and written estimates sit until someone has time to follow up.
Pairs well with
- Automation
Lead & Estimate Follow-Up
The Lead Follow-Up and Quote Follow-Up Employees answer new leads in under a minute and check in on open estimates on schedule.
- AI & automation
Missed-Call Text-Back
Built into the Receptionist, so even a hang-up turns into a conversation. The Lead Follow-Up Employee keeps following up.
- AI
AI Receptionist
The Receptionist answers every call, day or night, books the appointment and escalates emergencies to a person.
Which hat comes off first?
Book a 30-minute fit call. We'll map where your hours are going and tell you honestly which employee would pay for itself first.