Book more jobs. Chase fewer invoices.
Dedicated office assistants for HVAC, plumbing, electrical and roofing companies: booking, dispatch support, estimate follow-up, invoicing and reviews — in your field-service software.
The office is where good jobs get lost.
In a trades business, revenue leaks in the office, not the field. A web lead sits for six hours. An estimate goes out and nobody follows up. A finished job isn't invoiced for a week. The owner, who should be selling and managing crews, ends up doing callbacks from the truck.
An ExecWing assistant works your field-service management software from day one. They book appointments from web forms and voicemails, keep the dispatch board updated, confirm next-day jobs, follow up on open estimates, send invoices when techs close jobs and request reviews from happy customers.
Seasonality matters. HVAC peaks in summer heat and winter cold, roofing after storms. A dedicated full-time assistant gives you consistent coverage through the peaks, and in slower months they shift to maintenance-agreement renewals, reactivation campaigns and cleaning up your customer database.
Tasks your assistant owns
Booking & dispatch
- Respond to web leads and voicemails fast
- Book appointments into ServiceTitan, Jobber or Housecall Pro
- Confirm next-day jobs and update the board
- Coordinate permits and inspection scheduling
Sales follow-up
- Follow up on open estimates
- Maintenance-agreement renewals
- Financing application paperwork logistics
- Reactivation campaigns in the off-season
Back office
- Invoice closed jobs and chase receivables
- Vendor bills and supply-house statements
- Review requests and responses
- Weekly KPI report for the owner
Tools
Your assistant works in your accounts, under your access policies.
Roles that fit
- Customer service representative / booking agent
- Dispatch support coordinator
- Estimate follow-up and sales assistant
- Office manager / bookkeeping support
Compliance notes
Outbound calling and texting must follow the Telephone Consumer Protection Act and your consent records; assistants use your approved lists and tools.
Assistants do not diagnose equipment problems or quote prices outside your price book.
Customer payment data is handled only through your payment processor, never collected by email or chat.
How this maps to our plans
One dedicated, full-time assistant. Month-to-month, 30-day cancellation, $3,000 buyout if you want to hire them directly.
| Plan | Price | When it fits |
|---|---|---|
| Core | $1,900/mo | Booking, confirmations and invoicing. |
| Growth | $2,300/mo | Adds estimate follow-up and dispatch support. |
| Executive | $2,700/mo | Senior office manager-level assistant for the owner. |
Full plan details on the pricing page. Founding clients: 50% off the first month (first 5 clients).
A realistic first 30 days
How a typical Home Services (HVAC, Plumbing, Roofing) engagement ramps. Your plan is set on the fit call and adjusted to your SOPs.
| When | What happens |
|---|---|
| Week 1 | Access, tools and shadowing Your assistant gets accounts in ServiceTitan, Jobber, Housecall Pro and shadows the current process for booking & dispatch. You share SOPs or record short walkthroughs; they turn them into written checklists. |
| Week 2 | First owned workflows They take ownership of respond to web leads and voicemails fast and book appointments into ServiceTitan, Jobber or Housecall Pro, with your review on every item. ExecWing QA reviews output against the checklist. |
| Weeks 3–4 | Expand scope Add sales follow-up work such as follow up on open estimates. Review shifts from every item to daily spot checks. |
| Day 30+ | Steady state Back office joins the routine. You get a weekly scorecard and a monthly review of what to delegate next. |
Home Services (HVAC, Plumbing, Roofing): common questions
Can the assistant answer our phones?
Yes, during their scheduled shift using your VoIP system and scripts. Many clients use them for overflow and callbacks.
Do they know ServiceTitan?
We match candidates with experience in your platform where possible and train on your workflows.
What about storm season surges?
Your assistant is full-time; during surges they focus on booking and scheduling, and off-season on renewals and reactivation.
What does it cost?
From $1,900/mo on Core, month-to-month.
Get your evenings back.
Book a 20-minute fit call. We'll map the work you want off your plate and tell you honestly whether a dedicated assistant is the right move.