What it does
The back office is everything customers don't see: answering requests, booking visits, sending quotes, following up, keeping records and knowing what's due. A back-office system puts all of that in one list that you and your staff can see from a phone or a computer. New requests show up right away. Reminders go out on their own. At the end of the week you get a summary of what came in, what got done and what still needs you.
Signs you need one
- Customer requests come in by calls, texts, DMs and email, and some get missed.
- You follow up on quotes from memory, or not at all.
- You or your staff have booked two visits at the same time.
- You do the paperwork at night, after the real work is done.
- Only you know where things stand, so you can't take a day off.
If two or more of these sound like your week, a simple system will save you time.
What I set up, and what it costs
Organize $1,500
setup, then $85 a month
For an owner who needs everything in one place. A login for you and 2 staff, one list for all requests from forms, calls and texts, customer records and documents, instant alerts for new requests, social and email connected, and a one-hour training with a staff guide.
Manage $3,000
setup, then $175 a month
For a busy team that keeps missing follow-ups. Everything in Organize, plus online booking with text reminders, automatic follow-ups and review requests, job and vendor tracking, a Monday summary, up to 5 staff logins and a monthly 30-minute check-in.
Grow from $8,500
setup, then $300 a month
For a business ready for its own custom system. Everything in Manage, plus one custom tool (ordering, inventory, deliveries or a tenant portal), team dashboards, an AI assistant with a person approving every message, unlimited logins, same-day support, and your data online or on site.
Setup can be paid 25% to start, then 12 monthly payments. Moving up later costs only the difference in setup, and nothing is rebuilt. The monthly fee covers backups, security updates, fixes and small changes. Texts and outside tools are at cost.
Is it hard to switch?
Not if it's built around how you already work. I set it up, move your records in if you need that, and train your team before it goes live. Your data stays yours.