Contractors and home services

Virtual Assistants for Contractors and Home-Service Businesses

Your team handles the jobs. Your assistant handles the follow-up. Enquiries arrive while your crews are on site, estimates sit unanswered, and reminders go out late. A virtual assistant from The Peak Hire works the office side of that: following up enquiries you have approved, booking into slots you have opened, sending reminders, and keeping your CRM current. This is scoped human support agreed with you in advance, not guaranteed sales, round-the-clock availability, or emergency dispatch.

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What your assistant handles

Concrete examples of work clients delegate. Your scope is set on the discovery call and can change as priorities shift.

Enquiry follow-up

  • Replying to enquiries from the forms, inboxes, and call logs you approve
  • Collecting job details you ask for: address, service area, access notes
  • Logging where every enquiry came from
  • Passing anything urgent or technical straight to your team
  • Reviving enquiries that went quiet, using approved messaging only

Scheduling

  • Booking into the slots and service windows you have opened
  • Respecting travel time, crew availability, and buffers you set
  • Confirming the time zone and arrival window with the customer
  • Rescheduling cancellations without losing the job
  • Keeping the shared calendar and job board in step

Estimate and reminder chasing

  • Sending estimates you have already approved, in your own format
  • Following up unanswered estimates on the cadence you set
  • Appointment reminders and day-before confirmations
  • No-show follow-up and rebooking attempts
  • Reminders to you when a decision is waiting on your side

CRM and records

  • Updating job and deal stages after each call
  • Attaching notes, photos, and documents to the right record
  • De-duplicating customer records and fixing missing fields
  • Maintaining a clean list of open estimates and their owners
  • Preparing the weekly summary you review

Illustrative workflow, not customer results

The sequence below is an example of how a contractor engagement is usually scoped. It is an illustrative workflow, not a customer case study, and none of it describes past results. Your own steps are agreed during onboarding.

1. Owner-approved enquiries

  • Only the channels and lists you have approved are worked
  • Anything outside scope is routed to your team, not answered
  • Approved reply templates and tone are used

2. Qualification

  • Checked against your service area
  • Checked against the job types you take
  • Timing and access needs recorded as you have asked

3. Booking approved slots

  • Booked only into slots and windows you have opened
  • Crew availability and travel buffers respected
  • Arrival window confirmed with the customer

4. Reminders and recovery

  • Confirmation and day-before reminders sent
  • No-show follow-up and one rebooking attempt
  • Unanswered estimates chased on your cadence

5. CRM handoff

  • Stage, notes, and next action written to the record
  • Owner named for anything waiting on your side
  • Weekly summary prepared for your review

Explicitly out of scope

  • No technical diagnosis of a fault or a repair recommendation
  • No autonomous pricing, quoting, or discounting
  • No emergency response, on-call cover, or dispatch
  • No outreach to anyone or any channel you have not approved

Every step above depends on your approvals and your tools. We do not promise a number of booked jobs, a conversion rate, or a response time.

Sample weekly report fields

An illustrative template of the fields a report contains, with no numbers filled in. It describes your own activity for the week rather than a result we commit to.

Enquiry activity

  • Enquiries received, by source
  • Enquiries followed up
  • Enquiries held back as out of area or out of scope, with the reason

Scheduling activity

  • Appointments booked into approved slots
  • Appointments held
  • No-shows, reschedules, and cancellations

Estimates

  • Approved estimates sent
  • Estimates chased and still open
  • Estimates closed out at your instruction

Waiting on you

  • Decisions needed from you, with the specific next action
  • Owner named for each open item
  • Anything blocked by missing access or information

Booked and held are reported separately, so a full calendar is never presented as completed work.

Who this is for

  • Plumbing, HVAC, electrical, and general contracting businesses
  • Roofing, landscaping, and exterior service companies
  • Cleaning, pest control, and recurring-service operators
  • Remodellers and installers sending regular estimates
  • Owners answering enquiries from a truck between jobs

How matching works

  1. Step 01

    Map the office work

    We list the enquiry channels, service area rules, calendar rules, and approvals before anything is worked.

  2. Step 02

    Match on trade experience

    We shortlist assistants who have handled service scheduling and customer calls, and who know your tools.

  3. Step 03

    You interview

    You hear how they sound with a customer and decide before committing.

  4. Step 04

    Start narrow, then widen

    Begin with one channel and one calendar, review the first weeks, then extend the scope.

Questions people ask

Will an assistant answer emergency calls?

No. This is scoped office support, not an emergency line or dispatch service. Urgent calls stay with the people you have on call. Your assistant works the enquiry follow-up, scheduling, and record keeping you have approved.

Can they quote a job?

No. Your assistant does not diagnose a problem or set a price. They collect the details you ask for, send the estimate you have approved in the format you use, and chase a reply. Pricing decisions stay with you or your estimator.

Which scheduling and CRM tools do you work in?

Commonly Jobber, ServiceTitan, Housecall Pro, HubSpot, Pipedrive, Google Calendar and Outlook. If yours is different, tell us on the consultation so we screen candidates for it. We do not claim experience with a tool nobody on the shortlist has used.

How do I choose a package?

Work from your own workload rather than a formula. Count the enquiries you receive in a typical month, the estimates you send, and how much time the follow-up takes now. Essential is 40 hours a month in USD, Growth is 80 hours a month, and Dedicated is 160 hours a month. The working schedule inside that monthly allowance is agreed during onboarding, and plans stay month-to-month. We do not claim a guaranteed number of calls or bookings for any plan.

Will they contact my customers without me knowing?

Only on the channels and lists you have approved, using messaging you have approved. No cold outreach, no new campaigns, and nothing to a customer you have marked as out of scope.

What will I see each week?

A short summary of enquiries received, enquiries followed up, appointments booked into approved slots, reminders sent, no-shows and reschedules, and anything waiting on a decision from you. It reports your own activity, and it is not a forecast or a sales promise.

Keep reading

Ready to hand this off?

Tell us the tasks and the hours you need. Plans are month-to-month with a 14-day match guarantee, and after we understand your needs we'll explain the matching timeline and next steps.

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