By industry
A virtual worker for service firms, agencies and service providers
A service firm sells the time of its people, so every hour spent on administration is an hour that is not billed. Quotes are not followed up and the work goes elsewhere, clients ask the same questions, and reports and invoices are put together by hand at the end of the month.
A virtual worker takes over that part. It works on your email, spreadsheets and project tools, while your people stay on what you bill for: work for clients.
You see the savings range straight after the questions; we only ask for contact details for the full summary. No obligation. After the assessment you can request a 30-minute meeting.
What a virtual worker takes over
Quote follow-up
Keeps a list of quotes sent and prepares a note to the client when no reply comes, so that work is not lost just because nobody got in touch.
Replies to recurring questions
Answers the questions clients keep asking from your documents and earlier replies. Anything it does not know, it passes to you.
Draft quote from templates
From the enquiry and your templates, assembles a draft quote with a description of the service and the outline of the scope. You approve prices and terms.
Monthly client reports
From the data you give it, for example timesheets or an export from a tool, drafts a report that you review.
Preparing invoice lines
From timesheets and the agreed price list, assembles a list of items to invoice, with deviations flagged.
What getting started looks like
This is the order of the steps. We agree the exact schedule and timings at the meeting, once we know your work.
- 1
We choose the biggest loss
Usually it is either following up quotes or recurring replies to clients. We decide based on what costs you most today.
- 2
We take knowledge from the company
We collect quote templates, usual replies and a description of your services, so that the worker writes like your company.
- 3
Draft first, then your approval
Everything that goes to clients passes through you first. Once replies pass without corrections, we agree what can go out on its own.
- 4
Reports and invoicing
Only after that do we add monthly reports and invoice preparation, because they need access to data on hours and prices.
What we need from you
- quote templates and descriptions of your services
- earlier replies to clients or a list of the questions that come up most often
- access to email and to the tool where you track jobs or hours
- your price list and terms of cooperation
- a person who approves quotes and replies
What a virtual worker does not do
- It does not agree prices, discounts or the scope of work.
- It does not promise delivery dates on your behalf.
- It does not send invoices or reports to clients without approval.
- It does not replace the professional work done for a client, for example creative work or consulting.
Frequently asked questions
How does the virtual worker know what to reply to clients?
From the material you give it: descriptions of services, earlier replies and rules such as what is never promised. When it is not sure, it does not reply but passes the question to you.
Can the worker send quotes for us?
It can prepare a draft. Sending stays with you until you explicitly allow otherwise for a certain type of quote.
Does the worker work with our project tool?
It depends on the tool and the access you give us. If the tool allows exporting or reading data, the worker can use it. We check at the meeting.
Does the worker replace an account manager or an assistant?
It does not replace people but takes the repetitive part of the job off them: following up, copying and compiling reports. The relationship with the client stays with your people.
An estimate now, a clear figure for management.
The assessment shows the range of hours and money your company could get back. If it makes sense, the next step is a 30-minute meeting. You get the price and timeline there, once we know your work.
Start the assessmentUpdated 6 November 2026.