Getting started is straightforward:

1. Kickoff & access (about 60 minutes).
We’ll confirm goals, connect the systems you already use, and set priorities for the first few weeks (for example: Housecall Pro / ServiceTitan, QuickBooks, and email).

2. Meet your dedicated office manager.
You’ll have a primary point of contact who owns the day-to-day work.

3. We take over execution.
Within a few business days, we begin monitoring the work as it comes in (jobs, invoices, customer requests, paperwork deadlines) and executing the back-office tasks end-to-end based on the plan we set together.

You get a dedicated office manager on your account to talk to every week.

We connect to the systems you already use (like Housecall Pro/ServiceTitan, QuickBooks, and email), then your dedicated HVAC office manager, supported by AI, monitors work as it comes in and executes the back-office tasks end-to-end.

AI helps speed up repetitive, document-heavy work (like data entry, documentation, and follow-ups), while your office manager handles approvals, quality control, and the messy edge cases. That “human-in-the-loop” approach keeps work fast and accurate.

WorkHero owns your HVAC back office.
Common areas we take over include:

• Rebates: Submit and follow up on rebates end-to-end

• Permits: File permits ahead of installs based on your location

• Equipment Registrations: Handle manufacturer warranty registrations end-to-end

• Billing: Invoicing & collections, A/R cleanup, expense reconciliation

• Maintenance plans: Plan setup and tracking, enrollment & renewals

• Pricebook: Pricebook build/cleanup, job costing support

• Ops systems: Housecall Pro setup/optimization, workflow automations, SOP development

The key difference is ownership: we don’t just “help” with tasks, we run the workflows end-to-end and keep them running.

WorkHero is built for busy HVAC owners who:

• Are still in the field and doing admin at night
• Have software (Housecall Pro / ServiceTitan / QuickBooks) but it’s underused or messy
• Rely on a spouse, part-timer, or constant re-hiring to keep up
• Feel stuck because paperwork and follow-up keep rolling back to the owner

If the back office is a bottleneck, WorkHero is designed to remove it.

A full-time hire can work but it comes with recruiting, ramp time, training, and turnover risk.

• A dedicated point of contact who owns your account day-to-day
• A broader team’s operating playbook and coverage, not one person’s bandwidth
• Automation + QA so execution is faster, with human oversight where needed

The goal is the same: a back office that runs consistently, without you having to build and manage the function from scratch.

Virtual assistants typically execute tasks you assign.

WorkHero is HVAC-specific and is built to own outcomes across HVAC workflows, rebates, permits, registrations, billing, collections, maintenance plans, and pricebook upkeep, so work doesn’t bounce back to you.

No, WorkHero works with the tools you already use and makes sure they’re set up and maintained properly.

For example, if your Housecall Pro system is messy or underutilized, we’ll organize workflows, improve billing and A/R follow-up, and keep the operational details current so the system supports the business instead of slowing it down.

Our team brings 50+ years of combined experience running back offices inside real HVAC businesses, not generic admin roles, not adjacent industries. That means when a rebate portal changes, a permit jurisdiction pushes back, or your service software is a mess, we've seen it before and we know exactly what to do.

No. WorkHero is month-to-month.

Pricing depends on what you need and the scope of coverage. Many customers fall in the $1,000–$3,000/month range (and some higher-scope plans may be above that).

Most owners prefer a short weekly check-in, and day-to-day communication happens by text, email, or phone, whatever is fastest.

In the first 30–60 days, we typically prioritize the biggest operational bottlenecks, often billing/collections cleanup, paperwork backlogs (rebates/permits/registrations), and making sure your systems are set up to run consistently.