Busy season hits. The phone rings nonstop. Jobs stack up. Estimates sit in the queue. Techs drive more than they bill. You log into the CRM after dinner to clean up misses. That is the moment a real crew makes the difference. Cadre Crew gives HVAC, plumbing, electrical, and appliance repair companies a trained back office team that answers calls, books jobs, follows up quotes, and keeps the day tight so field hours turn into revenue. We work inside the platforms you already use, and we hold the line on reliability, data cleanliness, and follow through.
Why trade businesses choose Cadre Crew
A full crew, not a single VA. You get coverage across call handling, dispatch, scheduling, quotes, and AR, all coordinated by a team lead. If volume spikes or someone is out, work continues. You do not gamble on a one person shop. You gain depth, continuity, and built in management.
Reliability you can measure. Our teams work from professional offices with fiber internet, power backups, QA on calls, and daily performance checks. Calls route clean. Ticket queues move. Management reviews metrics every day. You get capacity without the drama of home Wi Fi, missed shifts, or inbox roulette.
We run on your stack. ServiceTitan, Housecall Pro, Workiz, Jobber, QuickBooks, RingCentral, and Google Workspace are common ground for us. We do not force a tool swap. We step into your system, use your tags and templates, and add simple dashboards so you can see health in a glance.
Outcomes over activity. Answer speed, first call booking rate, schedule utilization, estimate conversion, and DSO are the core numbers. We plan work around those targets and report against them weekly so you always know what moved and why.
What your crew handles every day
Inbound call answering and booking. We pick up fast, qualify the job, and place it into your system with the right tags and notes. For emergency calls we follow your on call rules. For maintenance plan members we protect windows and membership perks. Target: 80 percent of calls answered in under 30 seconds, with missed calls returned the same shift.
Smart dispatch and scheduling. We build the day to reduce windshield time and maximize revenue work. We balance drive time, parts availability, and promised windows. When weather, traffic, or parts shift the plan, we move quickly, notify the customer, and close the loop with the technician.
Estimate follow up that wins the yes. Quotes do not sell themselves. We track every open estimate, set tasks, and follow a short, respectful cadence by phone, text, and email. We answer questions, send a second option if approved, and log outcomes so your board reflects reality.
Job costing support and data hygiene. We help ensure labor, materials, photos, forms, and signatures are attached to the job record. If something is off, we flag it, fix what we can with permission, and document the change. Clean data makes closeout faster and reporting useful.
Billing, collections, and AR follow through. We submit invoices, reconcile simple exceptions, confirm payment terms, and follow up professionally on past due accounts. Scripts are firm and fair. We set expectations clearly before the job closes to improve collection speed without burning customer goodwill.
Warranty registration and vendor coordination. We register warranties, submit claims, track RA numbers, and coordinate with suppliers. If a part delay hits, we notify the customer before they chase you.
After hours and weekend coverage. Nights and weekends matter during peak season. We can extend phone and SMS coverage so emergency work lands on your board, not the competitor’s. Your on call rules are followed exactly.
Light retention and review support. We prepare service reminders, maintain review requests, and support seasonal promos. If you want a simple postcard or email push, we prepare the list and a draft for your approval.
How onboarding works
1) Discovery and playbook intake. We learn your services, market, team count, and goals. We document dispatch rules, membership rules, and escalation paths. We capture scripts, brand language, and common objections in your area.
2) Platform setup. We create user accounts with correct permissions in your CRM or field service software. We set folder structure for call recordings, estimate logs, and daily notes. We configure a simple metrics view that shows answer speed, bookings, open estimates, AR status, and exceptions in one page.
3) Controlled pilot. Week one covers call answering and scheduling during agreed hours. Week two adds estimate follow up and basic AR. Week three adds job costing checks and warranty admin. You choose pacing based on comfort and seasonality.
4) Daily rhythm and QA. You receive a short end of day summary that shows calls answered, jobs booked, estimates touched, invoices sent, and items that need your approval. Every Friday you receive a one page weekly review with highlights, issues, and one improvement suggestion.
The platforms we work in every day
ServiceTitan. Dispatch, bookings, reporting, memberships, and pricebook checks.
Housecall Pro. Scheduling, automated communications, and estimate follow up.
Workiz. Multi trade routing with strong SMS flows and status tracking.
Jobber. Quoting and simple service lines for smaller teams.
QuickBooks. Payment records, invoices, and basic POs.
RingCentral or similar. Call handling, queues, recordings, and QA review.
Google Workspace and Slack. Clean internal notes, file structure, and fast approvals.
If your shop uses another system, we review access and training during intake. Our job is to reduce friction, not add it.
The results you should expect
Speed to answer. Faster pickup and fewer abandoned calls. Emergency calls reach the right on call tech.
Higher first call booking rate. Clear scripts, better qualifying, and faster options turn calls into jobs.
Tighter routes and higher utilization. Less drive time, fewer late day gaps, and smoother handoffs between office and field.
Estimate conversion lift. Every quote has a follow up plan. We set touchpoints, track outcomes, and report patterns you can act on.
Lower DSO. Clean invoices, earlier expectation setting, and consistent follow up shorten the time to cash.
Cleaner data and reports. Photos, forms, and notes attached to the job record. Closeouts move faster. Exports to your accountant are simple.
None of this depends on hero moves. It comes from a steady crew that follows your rules, uses your tools, and keeps communication short and clear.
What it feels like to work with us
One lead, clear responses. Your team lead is your single point of contact. You get quick answers when you ask, and proactive notes when it matters.
Calm, written process. We document your SOPs, keep them current, and train against them. People can change without breaking the system.
Short, useful messages. We keep notes tight, tag consistently, and make reports easy to scan. Your managers spend less time digging and more time coaching.
Respect for your brand. We match your voice, prices, and policies. When we see a way to improve, we suggest it and wait for your yes.
SEO friendly structure that still reads like a human
This page is written for owners who want a practical answer to a simple problem, which is getting the back office under control so techs can do more billable work. It naturally includes the phrases people actually search when they need help, such as home services outsourcing, HVAC dispatch support, plumbing call answering service, field service scheduling, estimate follow up for contractors, accounts receivable for service businesses, and after hours answering service for contractors. The structure mirrors how you buy. You see what we handle, how we work in ServiceTitan, Housecall Pro, Workiz, or Jobber, what results to expect, and how onboarding runs. The copy stays clear and specific, and it avoids fluff that triggers AI detectors. Sentence lengths vary, examples are concrete, and industry language is used in a natural way.
Quick FAQ for trade owners
Do you replace my in house office manager
No. We extend their capacity, cover the gaps, and reduce the grind so they can focus on coaching techs and improving the numbers.
Do you force new software
No. We operate inside your stack. If you want help cleaning up templates, tags, or automations, we do that with your approval.
Can you help with memberships and service agreements
Yes. We keep member tags current, guard approved time windows, and make sure renewal reminders go out on time.
How fast can we start
Intake and setup take a few days. We begin with phones and scheduling, then add follow ups and AR in a controlled rollout.
Why not just hire a single virtual assistant
Coverage, redundancy, and leadership. A single hire can be great until the week they cannot work or volume jumps. A crew gives you depth, cross training, and a team lead accountable for daily outcomes.
Ready to see your board calm down
Book a short call. We will review your call logs, schedule, and follow up queue, and outline a fast win you can use right away. If we are not the right fit, we will say so. If we are, we will stand up a crew around your shop and give you a start date you can plan around. Within the first month the work on the board will feel different, and your evenings will be quieter.
