Services · Construction & trades
A dedicated virtual assistant for your construction business.
The day belongs to the job site. Your assistant takes the other half: bids, paperwork, invoices and the phone calls that happen after dark.
Sound familiar
The work that eats a contractor’s week.
Bids go in late or not at all
The invitation came in, the plans needed pulling, and by the time anyone looked the deadline was tomorrow.
Paperwork holds up the draw
An expired sub COI, a missing lien waiver, a W-9 nobody collected. The payment waits while someone finds it.
Invoices go out when someone remembers
Progress billing slips a week, change orders never get written up, and cash flow feels worse than the job actually is.
The office is you, at 9pm
Returning calls, answering emails and scheduling the next day after a full day on site.
The work
What your assistant takes over.
One assistant covers all of this. You choose where to start; most businesses add lines as the first ones settle.
Pipeline
Bid & estimate coordination
Bid packages assembled and in before the deadline, then followed up.
- Bid invitations tracked in one list
- Plans and specs pulled and organised
- Sub quotes requested and chased
- Follow-up after every submission
Compliance
Sub documents & permits
The paperwork that stops a draw, kept current before anyone asks.
- Sub COIs tracked with expiry alerts
- W-9s and licences collected
- Lien waivers chased at draw time
- Permit applications and inspections scheduled
Cash
Invoicing & change orders
Billing on schedule and receivables chased weekly.
- Progress invoices prepared from your schedule of values
- Change orders written up for approval
- Receivables followed up
- Weekly cash snapshot
Operations
Scheduling & client updates
Crews, subs and clients told what happens next.
- Sub and supplier scheduling
- Material orders confirmed
- Client progress updates drafted
- Warranty and punch-list requests logged
Admin
Inbox, calls & calendar
The office run during office hours, so evenings stop being admin time.
- Inbox triaged daily
- Enquiry calls returned and estimates booked
- Supplier accounts and statements handled
- Document filing by job
Core · Automation
AI automations
Reminders and updates that no longer depend on someone remembering.
- Document expiry alerts
- Payment reminder sequences
- Job-status update drafts
- Enquiry routing to the right estimator
Capability, shown
What a week can look like.
An illustration of how the work is spread across a week, not a record from a client account. Your week is scoped on the call.
| Day | Your assistant |
|---|---|
| Mon | Bid list updated. Weekend enquiries called back and estimate visits booked. Receivables report sent. |
| Tue | Sub quotes chased for Thursday’s bid. COI expiry check across active jobs. |
| Wed | Progress invoices prepared. Change orders written up from site notes for your approval. |
| Thu | Bid package submitted. Lien waivers collected for the upcoming draw. Client updates sent. |
| Fri | Next week’s sub and supplier schedule confirmed. Weekly check-in with you: bids out, cash in, what is stuck. |
Your tools
Works inside the systems you already use.
No new software to buy. Your assistant logs into yours. Common in this industry:
- Procore
- Buildertrend
- JobTread
- CoConstruct
- QuickBooks
- Xero
- ServiceTitan
- Jobber
- BuildingConnected
- DocuSign
- Google Workspace
- Microsoft 365
Access & confidentiality
What protects your clients’ information.
Before they touch anything
How your assistant is vetted
- Chosen personally by the CEO
- A signed non-disclosure agreement
- A police background check
- References from previous employers
- A psychological assessment
- Ten days of onboarding on your business
While they work
How access is handled
- Your assistant works in your systems under their own login, and you can remove that access at any time.
- You decide what they can reach. Accounting access can be limited to invoicing and receivables.
- Everything they see is covered by the non-disclosure agreement they sign before day one.
- Nothing goes out under your name until you have approved the template or script it came from.
Management
How much managing you actually do.
Stays with you
Judgment calls
- Pricing, estimating judgment and contract terms
- Approving bid packages, change orders and invoices before they go
- A 20-minute weekly check-in
Handled for you
Everything else, with oversight
- The work itself, owned end to end
- An end-of-day report, every day
- A Clozik supervisor watching the account
- Backup cover when your assistant is out
Risk, removed
The terms, before you ask.
Fit
Not a fit? Replaced free.
If the assistant is not right for your business, we swap them at no cost. You do not have to build a case for it.
Terms
Cancel anytime. No notice.
No lock-in and no notice period. Stop whenever you want; nothing further is owed beyond work already done.
Cover
Out sick? Covered.
A second trained Clozik assistant covers absences, so your work does not stop because a person did.
Oversight
Reported daily. Supervised always.
An end-of-day report, a weekly check-in, and a Clozik supervisor watching the account above your assistant.
Questions
Construction & trades questions, answered.
Can a remote assistant really help a site-based business?
Yes. Almost everything that stops a job being paid happens in email, spreadsheets and portals, not on site. That is the half your assistant takes.
Do they write estimates?
They assemble the package: plans, specs, sub quotes and your template. The pricing judgment stays with you.
Will they talk to my clients and subs?
If you want them to. Scheduling calls, document requests and progress updates are common. Anything involving money or scope comes to you first.
We run jobs in spreadsheets, not software. Is that a problem?
No. Your assistant works in whatever you use. Many contractors ask them to tidy the spreadsheets first.
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