Ops and admin: the paperwork between jobs.
65 ops and admin jobs an AI agent can do for HVAC, plumbing, roofing, electrical, landscaping, cleaning, pest control and remodeling shops. Anything that reaches a customer or moves money waits for a person to say yes.
Inbox triage
- Problem
- The inbox mixes invoices, customer questions and spam, and the urgent ones get buried.
- What the agent does
- Labels each email overnight and drafts replies to the routine ones.
- Where you approve
- You send, edit or discard each draft. Nothing is sent on its own.
Scheduling and reminders
- Problem
- Rescheduling a job means several texts back and forth.
- What the agent does
- Proposes new times based on your calendar and drafts the reminder texts.
- Where you approve
- You pick the time, and the agent sends only what you approved.
Meeting notes to tasks
- Problem
- Notes from a site visit or a call stay in your head.
- What the agent does
- Turns the recording into a summary and a task list.
- Where you approve
- You check the list before tasks go to your crew or your client.
Call summaries to the office
- Problem
- Your office finds out what a caller wanted only after listening to the recording.
- What the agent does
- Sends a short written summary of each call to the right person on your team.
- Where you approve
- Your team reads the summary and decides the next step. The agent makes no promises.
Weekly numbers report
- Problem
- You do not know which jobs or techs made money last week until your bookkeeper tells you.
- What the agent does
- Pulls a report from your job history on the questions you ask, such as revenue by job type.
- Where you approve
- You check the numbers against your books before acting on them.
Next-day route planning
Orders tomorrow's jobs for each tech by drive time and appointment window, and points out jobs that cannot fit. Your dispatcher moves the cards and locks the final routes.
Skill matching for dispatch
Suggests which tech should take each job based on the skills and licenses you listed, such as commercial refrigeration or gas line work. The dispatcher makes the assignment.
Permit status tracking
Checks the city permit portal for each open permit and notes when it moves to approved, needs info or inspection scheduled. You handle any request from the city.
Inspection scheduling reminders
Lists jobs where the rough-in or final inspection has not been requested yet and drafts the request with the permit number. You submit it to the city.
Change order paperwork
Turns a text from the job lead about extra work into a change order with the scope, price from your book and a signature line. You approve the price before the homeowner sees it.
Purchase order prep
Builds a purchase order from the materials list on a quote, grouped by supplier, so the office can place orders in one pass. You approve each order before it is sent.
Back-ordered parts tracker
Reads supplier emails for back-order and ship-date notices, matches them to the waiting jobs, and lists customers who need an update. Your office makes the calls.
Equipment warranty registration
Fills in the maker's warranty registration form from the model and serial on a finished install, and saves the confirmation to the job. Your office submits each form and checks the deadline.
Vehicle maintenance reminders
Tracks mileage and service dates for each truck from your fuel or fleet records and lists the ones due for oil, tires or inspection. You book the service.
Tool and equipment checkout log
Keeps a log of which tech has the drain camera, the jetter or the lift, from short texts like "took the camera," and tells you when something has been out a long time.
Employee time-off calendar
Reads time-off requests from texts and email, puts them on one calendar, and points out days when too many techs are out. You approve or deny each request.
Timesheet cleanup
Compares clock-in times with job check-ins and flags missing punches or long gaps before payroll. You or your office manager fix the time with the employee.
Overtime watch
Adds up hours by Wednesday and lists who is on pace for overtime, so you can shift jobs before the week ends. You make the scheduling call.
Job applicant screening
Reads applications for tech or helper jobs, checks them against the license, driver's record and experience you require, and sorts them into interview, maybe and no. You decide who to call.
Interview scheduling
Offers applicants times from your calendar for an interview or ride-along and sends the address and what to bring. You confirm each slot.
New hire onboarding checklist
Builds the first-week list for a new tech, with tax forms, uniform size, truck stock, app logins and the ride-alongs, and tracks what is still open. Your office manager checks each item off.
License renewal tracker
Keeps the renewal dates for your contractor license, each tech's certifications and your EPA cards, and reminds you a set number of weeks ahead with the board's link. You file the renewals.
Insurance certificate requests
Drafts the email to your insurance agent when a GC or property manager asks for a certificate naming them as additional insured, with the exact wording they need. You send it.
Vendor contact list upkeep
Keeps one list of supply house reps, sub contacts and inspectors, updated from email signatures, so nobody has to dig for a number.
Customer record cleanup
Finds duplicate customers in your CRM, such as the same address under two spellings, and proposes merges. You approve each merge before records change.
Software migration prep
Exports customers, jobs and equipment from your old field service software, maps the fields to the new one, and lists rows that will not transfer cleanly. You review the file before importing.
Job ticket completeness check
Reviews closed jobs each evening for missing photos, notes, signatures or materials used, and sends each tech a short list to fill in. Nothing is billed until the ticket is complete.
Daily standup summary
Writes a morning summary of today's jobs, callbacks, parts arriving and who is out, and texts it to the crew leads. You can edit the summary before it goes.
Weekly owner briefing
Puts the week's booked jobs, open quotes, unpaid invoices and callbacks into a one-page note for Monday morning, with each number linked to the source report.
Callback rate by tech
Counts return visits within your set number of days by tech and job type, from your job history, so you can see where training is needed. You review the list with your lead tech.
Customer complaint log
Collects complaints from calls, emails and reviews into one log with the job, tech and what the customer said, and tracks whether someone followed up. You decide each resolution.
SOP drafts from voice notes
Turns a recorded walkthrough of how you do a task, like a water heater install or a move-out clean, into a written step list. You edit it before it goes in the crew handbook.
Crew handbook Q&A
Answers crew questions like "what is our policy on shoe covers" from the handbook you wrote, quoting the section, and says so when the handbook does not cover it.
Price book updates
Lists the price book items whose material cost changed by more than the amount you set since the last update and suggests a new price. You approve each change.
Truck stock restock list
Builds a restock list for each truck from the parts used on last week's tickets, so techs can load up at the supply house in one stop. The tech or warehouse lead confirms the list.
Warehouse inventory count prep
Prints a count sheet by shelf from your inventory records and compares the counted numbers with the system after, listing the gaps for you to look into.
Subcontractor scheduling
Drafts messages to your drywall, tile or electrical subs with the dates their part of a job is ready, and tracks who confirmed. You approve the dates first.
Material delivery coordination
Confirms delivery dates with your lumber yard or supplier, checks that someone will be on site, and drafts a text to the homeowner about where the drop will go. You approve the text.
Dumpster and portable toilet orders
Lists upcoming remodel and roof jobs that need a dumpster or portable toilet, with dates and placement notes, and drafts the order. You place it.
Utility locate requests
Lists jobs that involve digging, such as fence posts, irrigation or trenching, and prepares the 811 locate request details with the address and dig area. You or your crew lead submit it.
HOA approval paperwork
Fills in the HOA architectural request form for a fence, roof color or exterior paint job from the quote and photos, and lists what the HOA still needs. The homeowner signs and submits it.
Lien waiver tracking
Tracks which lien waivers you owe or need from subs and suppliers on each job, matched to payments, and lists the missing ones before final payment. You sign each waiver.
Preliminary notice deadlines
Lists jobs where your state requires a preliminary notice to protect lien rights and drafts the notice with the dates. You review it with your attorney's template before sending.
Commercial service agreement renewals
Keeps the end dates of your commercial service agreements and drafts a renewal summary with the visits done and any price change. You approve the terms before it goes to the client.
Recurring route changes
Updates the weekly lawn, pool or cleaning routes when customers pause, cancel or add service, and shows each crew lead the changes. You approve the new route order.
Weather delay rescheduling
Checks the forecast for rain, wind or freeze against the next three days of outdoor jobs, such as roofing, painting or concrete, and drafts a reschedule plan. You decide what moves.
Key and lockbox log
Keeps a record of which customer keys or lockbox codes you hold and who checked them out, from texts, so nothing is lost between jobs.
Phone tree and greeting updates
Writes new phone greeting scripts for holidays, storm weeks or new hours, ready for you to record or approve for the phone system.
Internal meeting agenda
Pulls last week's callbacks, complaints and wins from your job notes into a short agenda for the weekly crew meeting. You add or cut items.
Training reminders for certifications
Tracks continuing education hours each tech needs for license renewal and lists local classes from public listings. You choose who attends.
Uniform and PPE orders
Builds an order list for shirts, boots, gloves and safety glasses from new hire sizes and replacement requests. You approve the order.
Office task handoff at shift end
Writes an end-of-day note for the next morning's office person with open calls, promised callbacks and anything the owner asked to follow up.
Equipment rental returns
Lists rented equipment like a lift, trencher or floor sander with the due date and job, and reminds the crew lead a day before it is due back.
Cleaning supply reorder
Tracks how much chemical and how many pads and bags each cleaning team uses per week and drafts the reorder when stock runs low. You approve the order.
Pest control chemical log
Turns each tech's notes into the product, amount and location record your state requires for pesticide use, and flags missing fields. Your licensed applicator signs off on the log.
Refrigerant tracking
Records the refrigerant added or recovered on each HVAC job from the tech's notes, totals it by cylinder, and lists jobs with missing amounts for the tech to fill in.
Crew text announcements
Drafts the crew-wide text about a schedule change, a safety reminder or a holiday plan in plain words. You approve it before it goes to the group.
Vendor contract renewal reminders
Keeps the renewal dates for your software, phone, fuel card and answering service contracts and reminds you before auto-renew, with the current price. You decide to keep or cancel.
Handwritten work order capture
Reads photos of handwritten work orders or paper tickets and types them into your job system fields. The office checks any field it could not read.
Morning agent briefing with sign-off
Lists overnight agent actions, failed runs and items waiting on you in one morning note. You mark what is cleared, what needs a human call and what stays paused.
Agent botsitting exception log
Keeps a running list of where automations broke, what you fixed and how long it took, so you see the real cost of babysitting agents alongside the jobs they saved.
One job per agent rule sheet
Writes down the single job each agent does and what it may never touch, such as payments, customer records or other agents' work, so one mistake stays contained. You review the sheet each month.
Restock order with a text yes
Turns low truck stock into a supplier reorder with the total, texts it to you, and places nothing until you reply yes. Every order and answer is logged.
Agent permission review and pause switch
Once a month, lists every app each AI agent can reach and what it can send, change or pay for, and flags anything it has not used. You remove what it does not need and keep one switch that pauses all agents at once.
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