Virtual Assistant for Tradies
Most tradies did not start a business to do paperwork, yet the quotes, follow-ups, invoices and supplier accounts are what decide whether the work gets paid for. Done at night after a full day on site, it gets done late, and late quotes lose jobs.
A virtual assistant for tradies is a dedicated remote team member who runs the office side of the business for electricians, plumbers, builders, carpenters, painters and landscapers: answering enquiries, turning your notes into quotes, booking jobs, sending invoices and keeping suppliers and compliance paperwork in order. We work with trade businesses in Australia, New Zealand and the UK remotely, in your hours.
What your VA takes on
- Enquiries and bookings: replying to calls, texts and web enquiries inside your hours, booking site visits and jobs into your job management app.
- Quotes: turning your site notes, photos and price list into tidy quotes the same day, then following them up on a cadence you set.
- Job admin: job cards, materials lists, customer reminders before you arrive and updates when you are running late.
- Invoicing and payments: invoices from completed jobs, payment reminders, matching payments in the accounting software.
- Supplier accounts: ordering from your supplier list, chasing deliveries, filing receipts and statements.
- Compliance paperwork: keeping certificates, insurance documents, safety paperwork and licence renewals organised and reminding you before expiry.
- Reviews: review requests after the job and replies drafted for your approval.
A typical week
- Monday: confirm the week's jobs, send arrival reminders, chase quotes sent last week.
- Tuesday: turn weekend site notes into quotes, order materials for Thursday's job.
- Wednesday: invoices for completed jobs, payment matching, supplier statements.
- Thursday: enquiries and bookings, certificate and paperwork filing.
- Friday: overdue invoice reminders, review requests, next week's job list.
Tools they work in
- Job management: ServiceM8, Tradify, Fergus, simPRO, AroFlo, Jobber
- Accounting: Xero, MYOB, QuickBooks
- Phones and messaging: your mobile divert, business line and texting tool
- Supplier portals and your email
The bright line
Your VA does not do trade work, give technical advice or sign off compliance certificates. Pricing comes from your price list and your judgement; anything that needs a site visit is booked, not guessed. Tax returns and lodgements stay with your accountant or bookkeeper; the VA keeps the records tidy for them.
Signs it is time
- You write quotes at the kitchen table after 9pm.
- Jobs are lost because the quote went out three days later.
- Invoices sit unsent until the end of the month.
- You miss calls on the tools and some callers never ring back.
What it costs
Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.
Sole traders and small crews usually start on Essentials. If you run several crews or a busy office, a full-time Executive plan covers enquiries, quotes, scheduling and invoicing together. Plans are priced in US dollars and are month-to-month.
Your first 30 days
- Week one: enquiries and bookings, learning your job management app.
- Week two: same-day quotes from your notes and price list.
- Week three: invoicing, payment matching and reminders.
- Week four: supplier admin and the compliance document register.
Related
- Virtual assistant for construction
- HVAC virtual assistant
- Virtual assistant for home services
- Virtual assistant for Australian businesses
- Virtual assistant for UK businesses
FAQ
Do you work with Australian, New Zealand and UK trades? Yes, remotely. Your VA works the hours you need; tell us your time zone and peak times in your request.
Can a VA write quotes? Yes, from your notes, photos and price list, for you to approve or send under the rules you set.
Will they use ServiceM8, Tradify or Fergus? Yes. We match on your software and you control their access.
Can they answer my phone while I am on the tools? Yes, within plan hours, with your scripts and a clear rule for urgent jobs.
Do they do my BAS or VAT returns? No. They keep invoices, receipts and records organised so your bookkeeper or accountant can do it faster.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.