Seven functions, one operating model
Virtual assistant and back office services.
You are not buying seven services. You are buying one supervised seat in our operations center, configured for the function you need. Same floor, same supervisor, same reporting, whether that seat is answering your customers, working your CRM or reconciling your books.
Regardless of which function you hire
- A floor supervisor reviewing the work daily
- Calls recorded and scored when calling is part of the seat
- Live call monitoring when supported by your phone system
- Daily and weekly reporting you actually read
- Replacement if the person is not right
No setup fees. Month to month from day one.
The work that keeps you at the desk instead of in front of customers
Inbox and calendar, documents, research, travel, data entry and the recurring coordination nobody ever writes down. An executive assistant seat is the one most owners should have hired two years before they do.
- For continuously staffed functions, approved work can begin within 3 business days after access. We keep shadowing, recording and documenting how you actually work during the first two weeks.
- Access is provisioned under your own accounts with named seats and correct roles. Never a shared login and never your password in a message.
- Inbox triage against rules you set: what gets answered, what gets drafted for your signature, what gets escalated and how fast.
- Calendar ownership, including the buffers, the travel time and the meetings you should not be in.
- A written SOP for every recurring task, so the work survives the person doing it and a replacement is a handover rather than a restart.
- Daily handover note, plus a weekly review with the floor supervisor where we show you what got done and what got stuck.
Clean books, and a file your CPA can actually work from
QuickBooks and Xero upkeep, transaction categorization, reconciliations, accounts payable and receivable, and a month end close that happens on a date rather than eventually. This is a newer lane for us, so here is exactly what we do and what we do not.
- Accountant level access under your own QuickBooks or Xero subscription. We never hold your bank credentials and we never need them.
- A diagnostic on the existing file first: undeposited funds, opening balance equity carrying a balance, uncategorized expense buckets, unreconciled periods and duplicate vendors. Those five tell you how bad a file really is.
- Catch up and clean up work is quoted separately from the monthly, because bundling them hides how much mess there was.
- Weekly: bank and card feeds categorized, bills and receipts captured through Dext or Hubdoc, coded to your chart of accounts with class or job tracking where you use it.
- The payment run is prepared for your approval. You release it, we never do. That is segregation of duties, and it is the line between a bookkeeper and a fraud exposure.
- Month end close against a written checklist with the close date locked, and a year end package your CPA can file from without a phone call.
The difference between a customer who waits and one who calls a competitor
Phone, email and chat cover, appointment scheduling, order and job updates, and estimate follow up. Slow replies can cost a business the customer before price is ever discussed.
- The service level goes in writing first: hours covered, first response time, what gets resolved on the spot and what gets escalated.
- Named seats in your own helpdesk and phone system. Your customer data stays in your tools, under your account.
- Macros and reply templates written from your real past tickets, then approved by you before anything goes out.
- A daily queue run: triage, respond, schedule, and chase anything sitting without a reply.
- An escalation path with a time box, so nothing quietly waits in a queue for someone else to own it.
- Calls recorded and scored against a rubric, sampled daily by the floor supervisor, with a weekly calibration so scoring stays consistent between reviewers.
Lists worth calling, calls worth making, and a pipeline that stays current
Lead research, speed to lead response, CRM follow up, pipeline updates and appointment setting. Cold calling where it fits your process, run properly, which mostly means the compliance work happens before the first dial rather than after the first complaint.
Lead generation and list preparation
We research, clean, deduplicate and segment prospect lists against your written customer profile before outreach begins. Every source, status and disposition stays visible in your CRM.
Cold calling and appointment setting
When outbound calling fits the offer, a supervised caller works an approved list and script, records outcomes in your account and books against your written qualification rules.
- Intake: your ideal customer, the exact written definition of a set appointment, the disqualifiers, and which calendar it books into. Without that definition, every number afterwards is an argument.
- List preparation: dedupe, timezone stamp every record, flag wireless against landline, and scrub against the national do not call registry, your own internal list and a litigator list.
- Numbers provisioned per market and registered, dials capped per number per day and rotated. Spam Likely flagging kills a campaign quietly and most agencies never mention it.
- Script, rebuttal sheet and disposition codes agreed before anyone dials. Disqualification is logged as a good outcome, because a fast no is worth more than a slow maybe.
- Callers work the list every business day under a floor supervisor, with every call recorded and scored, and a weekly calibration session so scoring does not drift.
- The daily report is reconciled from the dialer to the CRM, so the numbers match rather than being retyped by the person being measured.
Run in your accounts, reported against booked work rather than impressions
Four channels that are usually sold separately and usually reported separately, which is how a business ends up with four dashboards and no idea which one produced the job.
Search engine optimization
Local and organic. Your Google Business Profile with the primary category actually set correctly, which is the single highest leverage field in the whole profile. Technical fixes, on page work, and pages built around the questions buyers type before they call. We track the map pack with grid rank rather than a single position, because one ranking number is meaningless for local.
Google and Meta ads
Search, Performance Max, Demand Gen and Local Services Ads. Conversion actions split into primary and secondary so the algorithm optimizes toward booked work instead of junk, offline conversion import so it learns which leads were actually real, and call tracking with dynamic number insertion so a phone call ties back to the keyword that caused it.
Email marketing
Cold outbound and email to a list you already own are different services with different infrastructure and different law, so we run them separately. SPF, DKIM and DMARC with alignment before anything sends. We do not report open rate, because Apple Mail Privacy Protection inflates it and reporting it would be flattering you rather than informing you.
Social media management
Content pillars tied to the actual sales conversation, a calendar built two to four weeks ahead, community management in a defined daily window, and review responses. Access through your own Business Manager with named roles, never a shared password.
- Access under your accounts. Your Google Ads, your Business Profile, your Meta Business Manager, your domain. We get named access, you keep ownership, and you keep it if we part ways.
- Baseline before we change anything: current rankings, current cost per lead, current deliverability. You cannot show improvement you never measured.
- A written plan saying what we are changing, why, and which number should move as a result.
- Weekly execution in the platform, with the changes logged so you can see what was done and when.
- Reporting against leads and booked work, not impressions and reach.
- A monthly review where we tell you what did not work. That conversation is the point of the retainer.
The production queue that never gets cleared because everybody is busy
On brand social graphics, ad creative, presentations, sales materials, website assets and video edits. A design seat is what turns a marketing plan into things that actually shipped.
- Brand kit first: colors, type, logo files, spacing rules and the things that must never happen to the logo. If you do not have one written down, we build it and you own it.
- One intake queue with a written brief per request, so work stops arriving as a message someone forgets.
- First draft, one round of consolidated feedback, then final. Feedback is gathered on your side before it reaches us rather than trickling in over four days.
- Files delivered in the formats you actually need, source files included, organized in your own drive rather than ours.
- An asset library so the same thing does not get designed twice by two different people.
- A weekly queue review showing what shipped, what is in progress and what is blocked waiting on you.
The recurring processes that quietly eat a day of every week
Your CRM built and worked daily, data kept clean, reporting that reconciles, workflow documented, invoicing and collections support. This is the least glamorous thing on the page and usually the one that pays back fastest.
- Access under your own accounts with named seats and correct roles. Never a shared login.
- We shadow and document the current process into an SOP, with screen recordings, before changing any of it.
- A data audit: duplicates, missing required fields, stale records with no activity, and pipeline stages nobody ever defined.
- Agree the data standard: field definitions, naming conventions, and which fields are required to move a deal to the next stage.
- Clean and dedupe the historic data, then build the routing, automations, templates and dashboards on top of data worth reporting on.
- Daily run: triage, record updates, disposition logging and follow up, with an exception queue that escalates inside a time box rather than sitting.
Two industries where we run a purpose built desk
Same operating model, but the process, the scripts and the systems are built for the trade rather than adapted to it.
HVAC and home services virtual assistants
The office side of a trade business: inbound calls, dispatch and scheduling, estimate follow up, maintenance renewals, invoicing and collections, working inside ServiceTitan, Housecall Pro or Jobber.
See the HVAC desk →Real estate virtual assistants
For wholesalers, investors and agents. Acquisitions calling against your buy box, speed to lead, CRM work and follow up that does not go cold, list building, skip tracing and transaction coordination.
See the real estate desk →What a seat costs
You hire a seat, not a package. Different seats cost different amounts, because a bookkeeper and a cold caller are not the same hire and pretending otherwise would just mean overcharging one of them.
Around 20 hours a week
Part time seat
Where you land in the range depends on the function.
The sensible way in. Right when you want the work started and documented without committing to a full desk, or when the volume genuinely is half a person.
- One specialist who owns your account
- Floor supervisor included
- Daily and weekly reporting
Around 40 hours a week
Full time seat
Where you land in the range depends on the function.
A dedicated person on your business every working day, in your timezone, who learns the work properly rather than dipping in and out of it.
- Everything in the part time seat
- Call scoring and monitoring when calling is included
- Replacement if the person is not right
Four things, and none of them is a hidden fee
The function itself, because a bookkeeping or design seat is a scarcer hire than a general admin seat. The tools you run, where a specialist system means a longer ramp. Whether the seat needs a specialism we have to recruit for. And the hours. That is the whole list. There are no setup fees and no onboarding fees, and the price you agree is the price on the invoice.
This is not the cheapest way to get a virtual assistant
A freelancer marketplace is cheaper and it will always be cheaper. What the difference buys you is a supervised seat in an office with a manager over it, cover when someone is sick, work that is checked before you see it, and a company that is accountable rather than an individual who can stop replying. If the cheapest number is what matters most, we are the wrong call and we would rather say that now.
The part most agencies leave to trust
Every seat sits on one of three floors in our operations center, with a supervisor who is responsible for the output. You are not managing a remote contractor. We are.
Recorded and scored when calls are included
For customer service and calling seats, calls can be recorded and scored against a written rubric. A weekly calibration session keeps two reviewers scoring the same call the same way.
Live monitoring stays in your account
Where your phone system supports monitor, whisper or barge, you can use those controls on calls made through your account. We confirm the available controls and recording settings during setup.
You own everything
Every account, every lead, every login and every file is in your name. If we part ways you keep the CRM, the ad accounts, the recordings and the SOPs we wrote. Nothing is held hostage.
What owners ask before picking a seat
Can one seat do two of these jobs?
Sometimes, and we will tell you honestly which combinations work. Admin and customer service sit together well. Admin and CRM work sit together well. Bookkeeping and design do not, and neither does cold calling and bookkeeping, because they are different people with different training and splitting the seat means doing both adequately instead of one properly. If the volume genuinely is half a person on each, two part time seats is usually the better answer than one stretched full time seat.
What happens when my person is sick or on leave?
Someone on the floor covers, which is the practical reason the SOPs get written in week one rather than never. Cover is not the same as a like for like replacement, and we will not pretend a covering person is as fast on your account as the person who works it daily. For anything longer than short term absence we tell you before you notice it yourself.
Can you work in my existing tools, or do I have to move to yours?
Yours. We work inside your accounts on your subscriptions, and the tool lists on this page are systems our people already know rather than systems we require. If you use something not listed, tell us on the call and we will say plainly whether we know it, whether we can learn it quickly, or whether it is genuinely a gap.
How do you handle passwords and access?
By named user invite with the correct role, not by sharing your password. That means a named seat in your CRM, accountant level access in QuickBooks or Xero, a role in your Meta Business Manager, and so on. It matters for more than security: named access means you can see exactly what was done and by whom, and revoking one person does not lock everyone out. We never need your bank credentials for bookkeeping work.
What is not included in a seat?
Software licences and ad spend are yours, on your accounts, because they should be. Income tax preparation and filing, audit and any attest work are not something we do at all. CRM engineering, meaning custom objects and bespoke API development, is a different skill set and out of scope. Brand strategy from scratch is not a design seat’s job. And anything requiring a US professional licence we do not hold, we will say so rather than take the work.
How quickly can a seat start?
For functions we staff continuously, approved work can begin within 3 business days after access is granted. A seat that requires a specialist recruitment may take longer, and we give you a real date before you commit. The first two to four weeks still include shadowing, documentation and cleanup while useful work is underway.
Tell us which seat you are trying to fill
Thirty minutes. Bring the function you are struggling to cover and the tools you run it in, and we will tell you which seat fits, what it costs, and whether we are honestly the right people for it.