Your AI office manager for a service business — it answers the phone and texts, books the work, sends the invoices, chases reviews, and keeps the day organized. Here's every feature, in plain language.
A friendly AI assistant that picks up the phone so you never miss a customer — even mid-job or after hours.
When a customer calls, the AI answers in a natural voice, offers to book an appointment or leave a message, and gathers what it needs — name, address, the problem, a time. It only offers times you're genuinely open (from your calendar), speaks in your local time zone, and can answer questions from your knowledge base (pricing, service area, hours) instead of guessing.
On any call, the caller can leave a recorded message. It's saved, transcribed to text, and you're notified — so you can act on it without listening to the whole thing.
Known spam and robocallers are flagged automatically and can be sent to voicemail or declined — so your team is only interrupted by real customers, while your regulars always get through.
Inbound calls are logged with a short written summary of what the caller wanted, so anyone on your team can follow up without relistening.
The same helpful assistant over SMS — a back-and-forth that books the job by text.
Customers text your number and the AI chats naturally to book an appointment or take a message, offering only real open times and answering pricing/policy/hours questions from your knowledge base. Replies are short and human — the way people actually text.
If a call is missed, the caller automatically gets a text inviting them to reply and get taken care of right away.
Missed-call invites can offer a numbered menu — reply 1 for the soonest opening, 2 for tomorrow, 3 for a specific time — from your real availability.
Confirmations invite the customer to reply RESCHEDULE or CANCEL. The AI understands "Friday" or "tomorrow," offers real new slots, and moves the appointment.
A running list of inbound text leads with the details the AI captured — name, address, the issue, the preferred time — so you can follow up and mark them handled.
Add an AI chat bubble to your website. Visitors get instant answers and can request service any time — and their details flow into the same inbox as your calls and texts.
All your text and website-chat conversations in a single feed, newest first — read the full back-and-forth with any customer without hunting across channels.
The assistant can automatically detect and reply in Spanish, so you serve more of your community with no extra work.
A clean address book that doubles as each customer's full history.
Search by name, phone, city, or ZIP. Add and edit customers with a proper split address — street, city, state, and ZIP in their own fields — so records stay tidy and searchable.
Tap New by Voice and speak the details. The AI transcribes it and fills in name, phone, email, and the full address for you to check and save.
Open any customer to see their lifetime value, all past jobs, and their appointments — plus quick buttons to book them again or start a new job.
Download your (optionally filtered) customer list as a CSV — for accounting, mailing, or backup.
From a spoken note in the truck to a paid invoice — the core of the day.
Record or upload a quick recording of what you did. The AI transcribes it, drafts a full invoice — line items, labor and parts, total — and even writes a friendly customer email. Review, tweak, and save it as a job. The fastest way to turn a finished visit into money owed.
Filter by status — Draft, In Progress, Completed, Invoiced, Cancelled — and by date range, so you always know what's outstanding.
Assign or reassign a technician by name. Technicians see their own jobs but can't reassign or delete work.
Print a professional invoice — your details, the customer, line items, and total — ready to hand over or save as a PDF.
Send an update straight from the job, with a sensible message pre-filled that you can edit before it goes.
Generate a payment link and send it by text or email. The customer taps, pays, and the job's payment status updates automatically — no manual follow-up.
Attach before/after and equipment photos right to the job — organized automatically. A little camera badge on the customer's job list shows which visits have pictures.
Customers can pay just by texting — Office Assist finds their open invoice and sends the secure link to the number on file. When they pay, the job marks itself paid.
Turn on your local tax rate and it's added correctly to invoices and payment links — shown as subtotal, tax, and total. Your revenue reports stay clean.
Connect your own payment account so money from customer payments lands directly with you.
Book, confirm, remind, reschedule — and keep it all in sync with Google Calendar.
Create appointments, add notes, move them through their stages, and link the jobs that come out of them.
The New by Voice button opens the AI Dispatcher — record a note describing the appointment and the AI pulls out the customer, the issue, and the time to book it.
Attach a technician to an appointment — and their name can flow into the customer's confirmation text, so the customer knows who to expect.
Customers get an automatic confirmation when booked; you can send reminder texts or confirmation emails on demand, all in your business's wording.
Connect Google Calendar so appointments appear there automatically — and so AI booking only offers times you're actually free.
Every voicemail lands in one inbox with a text transcription, the caller's number, and a play button. When a new one arrives you're pinged by text and email with a link, so you can respond fast even when you can't listen.
Reach the right customers with a text blast — safely and on your schedule.
Choose who gets it — by ZIP, service type, or how recently they were served. A preview grid lists exactly who will receive it, with a checkbox to exclude anyone. Personalize with merge tags like {FirstName}, {City}, or {LastServiceDate}, schedule it for later, and rest easy — opted-out customers are skipped automatically.
Ask Copilot "which customers haven't booked in six months?" — when it returns a list, a Create a campaign button carries those exact customers into a new campaign, pre-loaded and ready to message.
No reports to build — just questions. "How much revenue this month?" "Which customers haven't booked in 6 months?" "What's coming up this week?" Copilot answers from your own data in a sentence — and can turn a list of customers into a marketing campaign on the spot.
Put your pricing, policies, and procedures in one place — then the AI (and your team) can answer from them.
Drop in pricing, policies, service-area notes, and step-by-step procedures — searchable "company memory."
Anyone, including technicians, can ask "what's our warranty policy?" and get a grounded answer. Technicians get a read-only version.
The same knowledge grounds your AI phone and text assistant, so callers and texters get real answers about pricing, hours, and service area.
Upload a photo of a nameplate, a fault, or damage, and the AI identifies the equipment type, brand, and model, then suggests the likely causes, recommended actions, and parts you might need — and flags any safety concerns. A confidence note tells you when a human should double-check.
After a job wraps, the customer automatically gets a warm text inviting a Google review. Happy customers are sent to your review page; if someone's unhappy, it quietly routes to you first so you can make it right — protecting your public rating.
Months after their last visit, customers get a friendly nudge that it's time for maintenance, with a one-word reply to schedule.
Build a list of customers who haven't been back in a while and re-engage them with a friendly, automated sequence — an easy way to turn your existing list into new jobs.
Warm leads that didn't book right away get automatic, well-timed follow-ups so they don't go cold.
Customize the automatic customer messages — confirmations and reminders, "job recorded," payment-link text and email, missed-call text-back, booking confirmations, review requests, and maintenance reminders. Drop in merge tags so each message personalizes itself: {FirstName} {BusinessName} {Address} {AppointmentDate} {TechnicianName} {PaymentLink}. Each has a built-in cheat sheet and a one-click "reset to default."
Five quick tiles — open jobs, completed today, revenue this month, upcoming appointments, and total customers — each clickable, plus a 7-day trend and today's appointments. Technicians see a version scoped to their own work, without revenue.
A deeper report ties your paid revenue back to its source — recovered missed calls, win-backs, review-driven saves, and reminders — plus response-time metrics, so you can see the ROI of every automation.
Roles that fit the job, and the tools to run your team.
Business Admin runs the whole business; Technician gets a focused view of their own assigned work (no revenue or marketing); and a Platform Admin oversees every account.
Add a team member with a name and role — Technician or Tenant Admin (team lead) — reset passwords, or remove them.
Email + password with a self-service "Forgot password" email reset — no waiting on support to get back in.
See the whole day, send the right tech, and put a fast workspace in every technician's pocket.
See your whole day on one screen — every technician as a row, time across the top. Drag jobs onto the right tech and time, with instant warnings for conflicts, missing skills, or off-hours before you commit.
Office Assist recommends the best tech for each job by skills, availability, service area, workload, and past history with the customer — and shows you exactly why, so the final call is always yours.
A real iOS & Android app built for the field: today's stops in order, one-tap directions, call, and text, and simple On My Way → Arrived → Start → Complete buttons that keep customers updated. It keeps working with no signal and syncs automatically when they're back online.
Techs clock on and off jobs right from the app — on-the-way, working, parts run, break — and the hours roll up into accurate labor totals that feed job costing and payroll.
Organize crews into business units (install, service, plumbing…), set each tech's working hours and time off, and dispatch respects it all — so you never book someone who's off or out of their lane.
Before a tech arrives, they get a concise briefing — the customer's history, on-site equipment, past work, and membership status — assembled from your real records, so they walk in prepared, not guessing.
Keep a record of each customer's units — make, model, serial, install date, warranty — and every service they've had, so your team and the AI always know what's on site before the truck rolls.
Quote fast, close online, and let customers pay big jobs over time.
Send branded estimates with Good/Better/Best options. Customers review on their phone, pick an option, and accept with one tap — which instantly becomes a job. A polished PDF is generated automatically.
Build your catalog of services, parts, and prices once; every estimate pulls from it so quotes are consistent and on-brand. Your prices are always the source of truth.
A tech snaps a few photos and says what they see; the AI drafts an estimate matched to your price book for the tech to approve. It never makes up a price — you always approve before it reaches the customer.
Estimates that aren't accepted get friendly, automatic follow-ups on a schedule you set — and your dashboard shows the real dollars recovered, not just messages sent.
Customers approve and sign the estimate right on their phone, and you can attach job-site photos so they see exactly what they're approving. The signed version is saved as a locked record.
Set a minimum margin and Office Assist warns before an estimate goes out under it — so discounts and low-ball quotes need a deliberate override, not a slip.
Let customers say yes to big jobs with monthly payment options — 3, 6, 9, or 12 payments. Payments run automatically to your own account by card or bank draft, with reminders, early payoff, and refunds.
On bigger jobs, customers can check whether they prequalify for financing through a lending partner — and checking won't affect their credit. Office Assist is not a lender; all rates and terms come from the lender, shown only by them.
Recurring revenue on autopilot, and no dropped emergency calls.
Offer recurring service plans that bill on a schedule and keep customers coming back. Office Assist automatically reaches out with real open times when a member is due for service.
Members securely save a card once and each period charges itself to your own account — with automatic retries, dunning reminders on a failed payment, and one-click refunds when you need them.
When a caller needs a person, the AI connects them live and briefs your team on who's calling and why before they pick up — so nobody has to repeat themselves.
Set an order of who gets called for urgent issues — the AI rings down your escalation chain until someone answers, so a true emergency never sits unanswered.
See what each job really makes, and keep your accounting in sync without double entry.
Connect QuickBooks Online and Office Assist keeps your customers, invoices, payments, and refunds flowing into your books automatically — accurately, with no double entry.
Log materials, labor, subcontractors, and fees on each job and see estimated-vs-actual gross margin — so you know which jobs, crews, and services actually make money.
Set each technician's cost rate — the hours tracked in the field convert to real labor cost automatically, so your margins reflect what the work truly costs.
Track every financed job in one place — prequalified, in progress, settled — so you always know where your financing offers stand.
Shape how the assistant talks and acts — with your approval on every change.
See a reply you'd word differently? Flag it and Office Assist turns your correction into a short house rule the assistant follows from then on. Nothing changes until you approve it.
Preview a new rule against your own recent conversations to see exactly how the assistant's replies would change — before it ever affects a real customer.
Set firm guardrails — hand certain conversations straight to a person, hold off on a payment link, or skip auto-booking — and Office Assist enforces them, not just suggests them.
Calls, voicemails, texts, website chats, and leads land in one unified inbox — grouped by customer, with status, assignment, and a response-time clock so nothing slips.
Bring your Google reviews, Facebook messages, and email into the same inbox as your calls and texts.
Connect your Google Business Profile and new reviews show up in your inbox. Office Assist can draft a professional reply; a person approves it before it's posted.
Connect your Facebook Page and answer Messenger conversations from the same inbox as everything else.
Customer emails land in the inbox as threaded conversations, with photo and PDF attachments, and you reply right from Office Assist.
A website visitor can choose "continue by text" and keep the conversation going on their phone — one thread, with their consent recorded.
Get a phone alert for new leads, new job assignments, conversations that need a person, voicemails, payments, estimate decisions and new reviews — you choose which.
Let customers book themselves, see a clean invoice, and pay however suits them.
Your own booking page plus a "Book now" button for your website. Customers only see times your team can actually take, based on schedules and skills.
Text or email a link to a professional invoice the customer can view, download as a PDF, and pay online.
Take card payments on site with a Stripe smart reader, with optional on-screen tipping and receipts.
No reader? Customers tap their card or phone right on your technician's phone in the Office Assist app — on supported Android phones, with iPhone coming soon.
See your balance and recent payouts, and choose a daily, weekly or monthly payout schedule.
When a caller or texter asks "how much?", the AI quotes only the prices you've marked as quotable in your price book, with your disclaimer — it never makes up a number.
Customers who've agreed to texts can get a follow-up offer for your featured maintenance plan, with a link to join in a tap.
The AI estimate wizard can sort the matched price-book items into three tiers for you. Prices always come from your price book.
Attach spec sheets, brochures or warranty documents to an estimate alongside photos. Customers open them from the estimate page.
Office Assist doesn't just answer — it tells you what's happening and what to do next.
Every morning, a short summary of yesterday and today — bookings, money, what needs attention — built from your real numbers, in the app and by email.
See conversations, bookings, booking rate and response times for phone, text, chat, booking page and more — and click any number to see the conversations behind it.
Spot memberships due for service or renewal, and launch a seasonal tune-up campaign after you review the audience and message.
Chat with your own AI as if you were a customer — by text, chat, or a simulated call — and see what it would have booked or sent, without anything really happening.
Your team calls customers from your business number, and your phone line works the way you want.
Tap a customer's number and Office Assist rings your cell, then connects the customer showing your business number — your personal number stays private.
Turn on recording (with a disclosure played on every call) to get the recording, a transcript and a short summary saved to the customer — with automatic deletion after the period you set.
Incoming calls can ring your staff in order first, then fall back to the AI or voicemail if nobody picks up.
Callers who'd rather text can press 1 and get a text right away to continue the conversation.
Tools for recurring work, the day's route, and what's on the truck.
Set up weekly, monthly or custom schedules and Office Assist creates the appointments ahead of time.
See jobs on a map, get a suggested stop order for each technician's day, and hand off to Google or Apple Maps for turn-by-turn directions.
When a technician is on the way, the customer gets an estimated arrival time. Location is shared only while en route, and only with the technician's opt-in.
Track stock in the warehouse and on each truck, use parts on jobs (straight into job costing), and create and receive purchase orders.
Set commission plans and bonuses for memberships and accepted estimates, and see each technician's earnings with every number traceable to the job.
Hook Office Assist into your other tools, run more than one location, and bring your data with you.
Send events like new customers, jobs, appointments and payments to your other tools with secure webhooks, API keys and Zapier.
Prefer Xero to QuickBooks? Sync customers, invoices, payments and refunds to Xero instead.
Tell Google Ads which clicks turned into booked jobs so your ads optimize for real customers.
Run more than one branch from one account, with customers, jobs and technicians assigned by location and reports you can filter by branch.
We import your customers, jobs, equipment, memberships and price book from spreadsheets or exports from systems like Housecall Pro, Jobber and ServiceTitan.
Download a copy of your data any time, and manage your subscription yourself.
Call our AI receptionist and experience Office Assist exactly the way your customers would — ask a question, request service, or try to schedule an appointment.
Sales & questions? Call (985) 333-0234