More bids out the door. Less office work on your PMs.
SBSO runs the back office for general contractors, roofers, remodelers, and specialty subs — estimating support, lead follow-up, permits, scheduling, and AR — so your estimators estimate and your PMs run jobs.
Growth stalls in the office, not on the job site.
Leads go cold before anyone calls back
The owner is on a roof, the PM is on a site visit, and the homeowner who called at 10 AM signs with whoever answered first.
Estimators are buried in takeoffs
Your best estimator spends half the week measuring and formatting instead of pricing and winning work.
Permits and paperwork slow every start date
Applications, submittals, COIs, and lien waivers sit in someone's inbox until a job is already late.
Cash is stuck in receivables
Invoices go out late, change orders go unbilled, and nobody owns the follow-up on 30/60/90-day balances.
What we take off your plate
Pick one function or several. Each is built around your systems, documented in SOPs, and supervised daily by SBSO.
Lead response & appointment setting
Fast callback on every inbound lead, inspection and estimate appointments booked straight onto your calendar, and follow-up on every open proposal.
Takeoff & estimate support
Measurement verification, takeoffs, estimate building in your software, and proposal formatting — ready for your estimator to price and send.
Permits, submittals & compliance
Permit applications, submittal packages, COI requests, and lien waiver tracking so nothing holds up a start date.
Job & crew coordination
Sub and crew scheduling, material order confirmation, and proactive homeowner updates when dates move.
Invoicing, AR & collections
Progress billing, change-order invoicing, and consistent collections follow-up inside QuickBooks or your existing system.
Customer updates & reviews
Job-status calls, warranty requests, and review requests after every completed project.
Don't see yours? Specialists are matched and trained on your exact stack before they start.
From signed agreement to a running operation in about 4 weeks.
One flat monthly fee. We handle the heavy lifting — you make the decisions that matter.
We get to know your business
Your goals, your tools, and the work you want off your plate.
You choose your hire
We recruit and screen. You make the final call.
We build the operation
Your processes documented and your specialist trained on them.
You go live
Supervised daily, measured on the KPIs you set.
Freelancer, virtual assistant, or a managed service?
Large companies pay outsourcing firms millions to run entire departments as a managed service — dedicated teams, supervisors, documented processes, and KPI reporting. SBSO brings that same model to owner-led businesses, for one flat monthly fee built around small-business margins.
| RecommendedSBSO managed service | Option 2Virtual assistant | Option 3Freelancer | |
|---|---|---|---|
| What you actually get | A running operation: staff, a supervisor, SOPs, and KPIs | An assistant placed with you | A person who completes tasks |
| Who manages the work | A dedicated SBSO supervisor, every day | You | You |
| Languages | Every specialist is bilingual: English & Spanish | Varies | Varies |
| Processes | Mapped by our onboarding team and written into SOPs | You train them yourself | In their head — or yours |
| How you know it's working | KPIs you set and regular performance reports | Hours logged | You check in |
| Help growing the business | Suggestions on what to fix, streamline, and hand off next | Not their job | Not their job |
| When someone leaves | The SOPs stay with your business | You retrain the next person | The knowledge leaves too |
| How you pay | One flat monthly fee | Hourly, per assistant | Hourly or per project |
| Best for | Owners ready to grow without adding overhead | An extra pair of hands | One-off projects |
What owners ask before the first call
Can you really help with estimating if you're not in the field?
Yes — for the office side of estimating. Specialists verify measurements against aerial reports and plans, build takeoffs and line items in your software, and format proposals. Your estimator keeps control of pricing and final sign-off.
How fast do you call back new leads?
You set the target on the discovery call — speed-to-lead is one of the KPIs we track daily. During your business hours, inbound leads are worked as they arrive rather than batched at the end of the day.
Do you work with general contractors or just roofers?
Both. We support roofing and exterior contractors, general contractors, remodelers, and specialty subs. Your SOPs are written around your trade during process mapping.
How long until we're up and running?
About 4 weeks from signed agreement. We'll walk you through the plan on your discovery call.
Can your team talk to our Spanish-speaking customers?
Yes. Every SBSO specialist is bilingual in English and Spanish — useful for Spanish-speaking homeowners, subs, and crews alike.
Who manages the person doing the work?
We do. A dedicated SBSO supervisor manages daily performance against the KPIs you set. You review outcomes — you never manage an individual directly.
Do we get to choose who works on our account?
Yes. We source, screen, and skills-test candidates, then you interview 2–3 finalists and choose your hire yourself. Your dedicated supervisor then trains them on your SOPs before go-live.
What does it cost?
One flat monthly fee — no hourly billing to track. We quote it after the discovery call, once we know which functions and roles you want covered.
Pick a time. Talk to Josh directly.
30 minutes with the founder — not a sales rep. We'll map what's eating your week and tell you honestly whether a managed operation fits.
What you'll get on the call
- A list of the tasks we'd take off your team first
- The KPIs we'd measure and report on
- A flat monthly quote and a 4-week start plan if it's a fit
- An honest "no" if it isn't