Skillforce

AI Trades Office Admin · Australia

ServiceM8 already schedules the job. It doesn't chase the quote that went quiet.

Rhea covers the pre-payment side of the office—qualifying quotes, preparing job packs and closing paperwork—while you approve every price and every send.

Book the Trades Load Audit Read the job boundaries
  • Human approval
  • Read-only ServiceM8 or job-management access
  • Licensed and safety decisions stay human
WORKER / TRADES-01 AVAILABLE FOR AUDIT
Trades office admin

Rhea

Pre-payment office capacity for the trades owner who approves every price and every send.

ON RHEA'S SHIFT
05:30

Triage overnight enquiries and read out job info for the day's crews

CHECK
09:30

Draft routine customer replies and scheduling updates

APPROVE
14:30

Collate job paperwork, photos and site details for invoicing

APPROVE
17:30

Summarise exceptions, quiet quotes and next-day prep for handoff

HANDOFF
MODE HUMAN APPROVALLICENSED ESCALATE

[ RECOGNISE THE WEEK? ]

The quotes went quiet.
The paperwork is still waiting.

Rhea is designed for repeated trades-office work and careful preparation—not the licensed, safety or pricing judgement your office retains.

01

Enquiry triage

Qualify quote requests and chase missing site details until a job is quotable.

02

Quote preparation

Build quotes from your own rates and templates—you set and approve every price.

03

Job information

Assemble the packs, records and access notes your crews need before they roll.

04

Scheduling prep

Draft confirmations, ETA changes and reminders ready for your release.

05

Completion paperwork

Close out job notes, photos, sign-off documents and handover packs.

06

Invoice raising

Raise the invoice from the finished job record—on approval, before payment is due.

[ START WITH ONE FINISHED JOB ]

Choose a trades workflow.
Define what “done” means.

Rhea does not take over the office. Start with one bounded workflow, one named approver and one visible completion state.

WORKFLOW / 01ENQUIRY TO QUOTE

Quote-request qualification

Turn a half-described enquiry into a quotable job by chasing the missing site details, photos and access information.

START
Approved inbox and your qualifying questions
DONE
Qualified request with photos and site details, ready for a quote
HUMAN
Every price, every scope and every quote before it is sent
WORKFLOW / 02JOB & SCHEDULE PREP

Job information and scheduling preparation

Assemble the packs crews need and draft the scheduling updates customers expect.

START
Confirmed job record and crew calendar
DONE
Job pack assembled and scheduling drafts ready
HUMAN
Every scheduling commitment and every outbound message
WORKFLOW / 03PAPERWORK TO INVOICE

Completion paperwork and invoice raising

Close the job's paperwork and raise the invoice on approval—chasing overdue debt is Nora's job, not Rhea's.

START
Completed job with notes, photos and sign-off
DONE
Paperwork pack closed and invoice drafted for approval
HUMAN
Invoice approval and release; overdue chasing belongs to Nora

Connects read-only to ServiceM8, Tradify, simPRO or Fergus for enquiry, quote, job and schedule status, with Xero or MYOB for invoice records. Shared inbox, SMS, email and calendar access are mapped only when needed; nothing is written back or sent without your approval.

A managed system, not a rotating seat: audited approval boundaries and no seat handover to manage. Native job software keeps the records and automations; Rhea prepares the work that sits between the jobs—quiet quotes, pending paperwork and commitments approaching a date.

[ A JOB DESCRIPTION, NOT A PROMPT ]

What Rhea can own.
What Rhea must hand back.

Draft-and-approve, always. Your office releases every price, every send and every scheduling commitment; licensed, compliance and safety decisions stay with your licensed people.

GREEN

Administrative work

Configured, tested and measured within one bounded workflow.

  • Qualify quote requests and chase missing site details
  • Prepare quotes from your own rates and templates
  • Assemble job information packs for technicians
  • Draft scheduling updates, confirmations and reminders
  • Close out completion paperwork (job notes, photos, sign-off documents, handover packs)
  • Raise invoices for approval and send
  • Maintain the enquiry, quote and job queue
  • Keep the weekly “what needs a decision” list for the office
AMBER

Human approval

Prepared by Rhea; released or confirmed by an authorised person.

  • Any outbound customer message
  • Any quote before it is sent
  • Any scheduling commitment, reschedule or ETA change
  • Any price, scope or commercial variation
  • Changes to approved templates, wording or escalation rules
  • New or ambiguous customer or job situations
  • Invoice release
RED

Human only

Outside the worker's authority by design.

  • Compliance or licensing sign-off—electrical, gas, plumbing or structural certification, Certificates of Compliance or Electrical Safety Certificates
  • Safety determinations—anything reported as dangerous (gas, live electrical, structural, fire) escalates to a human immediately
  • Pricing authority—setting, discounting or committing a price
  • Payment terms, credit decisions or write-offs
  • Overdue-invoice chasing, disputes and hardship (Nora's pattern, not Rhea's)
  • Employment decisions—hiring, rostering discipline, subcontractor selection

[ MINIMUM ACCESS BEFORE AUTOMATION ]

Your job data is not a demo input.

The load audit starts with enquiry volumes, quote counts and job numbers from your own job-management reporting—not a customer list or a financial export. Live access follows a written map of purpose, minimum fields, human approval, retention and escalation.

Rhea reads enquiry, quote, job and schedule status through a read-only connection. You approve every price and every send before it reaches a customer.

  1. 01

    Audit without identities

    Bring enquiry volumes, quote counts, job numbers and exception types. Remove customer names, pricing history and financial data.

  2. 02

    Map minimum access

    Consider only the systems and fields required for the approved workflow.

  3. 03

    Test synthetic cases

    Cover routine enquiries, a quiet quote, a reschedule and a dangerous-site escalation with invented examples.

  4. 04

    Name the human owner

    Your office manager or owner releases every price, every send and every scheduling commitment, and receives every exception.

[ AN OPERATING SPECIFICATION ]

The work is visible.
The decisions stay human.

Turnaround is set during onboarding to match your office hours and crew calendar. Start with quote-request qualification plus job and schedule prep, and widen only after the pilot evidence supports it. Anything reported as dangerous—gas, live electrical, structural, fire—is flagged when logged and never waits in the standard queue.

Enquiry queue
Enquiries qualified and missing site details chased
Quote drafts
Quotes prepared from your rates, waiting on approval
Scheduling pack
Confirmations and updates ready for release
Completion pack
Job paperwork closed and invoices drafted for approval
Your baseline
Admin hours returned and quote-to-job time, measured against your own figures
CONTROL / 01APPROVAL

No silent sends

Every message, quote and invoice stays in draft until your office releases it.

CONTROL / 02LICENSED WORK

No sign-off from Rhea

Compliance, licensing and safety determinations are human-only. Anything reported dangerous escalates immediately.

CONTROL / 03ESCALATION

Exclusions leave the queue

Licensed, safety, pricing and overdue-invoice matters leave the standard queue immediately for the named office approver—overdue chasing is Nora's pattern.

CONTROL / 04MEASUREMENT

Use your own numbers

Track enquiry-to-quote time, quotes issued, jobs scheduled and paperwork closed against the business's own baseline—never a promised figure.

Capacity is scoped per workflow during onboarding, not sold as a flat seat. Rhea's queue is sized to the enquiry counts, quote volumes and job numbers agreed in the load audit. If volume grows past that load, the scope is reviewed before expansion.

[ FREE TRADES LOAD AUDIT ]

Measure your own quoting and paperwork workload.

Bring the structure and volumes from your own ServiceM8, Tradify, simPRO or Fergus reporting. Map the hours exposure, approval boundaries and one workflow worth testing.

Book the Trades Load Audit No customer list or financial export required.

[ FROM LOAD AUDIT TO CONTROLLED WORK ]

One workflow.
Proof before expansion.

STEP 1

Free load audit

Use enquiry volumes, quote counts and job numbers to baseline the workload and choose one workflow. No customer names or financial data are required.

STEP 2

Map minimum access

Define read-only fields, approved quote templates, escalation rules and the named office approver.

STEP 3

Test synthetic cases

Exercise routine enquiries, a quiet quote, a reschedule and a dangerous-site escalation with invented examples.

STEP 4

Run one workflow

Start in approval mode. The first useful draft batch is ready after synthetic-case testing passes and the approver is confirmed; exact timing is set during the load audit.

[ BEFORE THE AUDIT ]

Questions a careful trades owner should ask.

Does Rhea replace our office manager?

No. Rhea prepares bounded trades-office administration. Your office retains every price, every send, every scheduling commitment and every licensed, compliance and safety decision.

Can Rhea set a price on a quote?

No. Quotes are prepared from your own rates and templates. Every price is set, approved and committed by you.

Can Rhea chase overdue invoices?

No. Rhea raises invoices on approval before payment is due. The moment an invoice is overdue, chasing, disputes and hardship follow Nora's pattern, not Rhea's.

Can Rhea sign off compliance or safety work?

No. Electrical, gas, plumbing and structural certification, licensing and safety determinations are human-only, reserved to licensed people.

Does the load audit need customer or financial data?

No. Start with enquiry volumes, quote counts and job numbers. Remove customer names, pricing history, banking data and credentials.

Will Rhea write into ServiceM8 or Tradify?

Not autonomously. Rhea connects read-only to enquiry, quote, job and schedule status. Every outbound message, quote or invoice requires human approval before it sends.

What result do we measure?

Track enquiry-to-quote time, quotes issued, jobs scheduled, paperwork closed and admin hours returned against your own baseline.

How is Rhea different from a trades VA?

Rhea is a managed system with audited approval boundaries and no seat handover to manage. Every send still requires your office's sign-off.

What does Rhea do beyond native ServiceM8 automation?

Job software automates inside a job record. Rhea works the enquiry that isn't a job yet and the follow-through between jobs—quiet quotes, pending paperwork and commitments approaching a date.

[ START WITH YOUR OWN BASELINE ]

Bring the quoting workload.
Keep the decisions.

Map one approval-ready trades workflow and test whether careful office administration adds value beyond native ServiceM8 automation.

Book the Trades Load Audit No generic sales demo · Direct with the founder