Housecall Pro stores your jobs, but someone still has to move each one to its next step. Ruth does that inside Housecall Pro, 24/7: she answers calls and books them, answers customer replies in the inbox, fills in the lead source and job type, and keeps QuickBooks in step.
Ruth: Hire me free for 2 weeks, no card.
A day with Ruth
Here’s a normal day at a shop that runs on Housecall Pro, and everything Ruth does inside it.
7:00 AMInbox
Customers reply to “on my way” texts and reminders all night. Ruth reads every reply in your Housecall Pro inbox and acts on it.
Customer replies pile up unread in the inbox.
Every reply gets an answer, and you see what needs you.
Overnight, 23 customer replies came into your Housecall Pro inbox. I answered 19 and booked 2 jobs. 2 need you.
Show me
Lakeview Inn wants their maintenance visit moved to next week, and Harbor Rd asked for a second quote.
8:49 AMPhone
Ruth answers, books the visit on your Housecall Pro schedule with the job type and lead source filled in, and texts the customer the time.
You book jobs into Housecall Pro at night, from memory.
Every call is a job with the right details.
Thanks for calling Summit Home Services, Karen. You’re booked today between 1 and 3 for the water heater, and Mike will text when he’s on his way.
Could you send a photo of the tank and the label on its side?
Sure, sending now
11:20 AMJob costs
Your crew texts the receipt. Ruth adds it to the job in Housecall Pro and to your books in QuickBooks.
Supplier receipts fade on the dashboard.
Every receipt is filed to its job the day you get it.
Picked up parts at Home Depot for 18 Birch
Got it. $84.12 on the 18 Birch Ave job. Materials so far: $812.
2:05 PMEstimates
Ruth builds the estimate in Housecall Pro from your price book and sends it when you say yes. Then she follows up.
Every estimate waits until you’re free to price it.
She sends a rough price from your pricebook.
Harbor Rd wants a quote for a tankless water heater. From your Housecall Pro price book: $4,200. Send the estimate?
yes
Sent from Housecall Pro. If they go quiet, I’ll follow up Thursday.
4:30 PMGetting paid
When a job is marked done in Housecall Pro, Ruth sends the invoice. When one runs late, she emails, then calls, and gets a date.
Invoices go out when you remember.
Invoiced the day the job is done.
Birch Ave is done. Invoice Karen
Send it?
yes
Sent. And Oakview Dental promised Friday for the $3,200 that was late.
6:30 PMReviews
When a job closes well, Ruth checks with the tech, then sends the customer your review link.
Review requests go out when someone remembers.
Every good job gets a review request.
Mike finished 14 Birch and says it went well. Send Karen your Google review link?
yes
Sent. That’s 4 review requests today.
I was about to hire a full-time office manager, but instead Ruth is taking over that work for me. I can finally focus on growing the company and stop being the bottleneck.
How she learns
Tell her once, by text or on a quick call, and she does it every time. She works with your crew, follows your rules and asks before anything unusual.
Your rules
Every job gets a job type and lead source before it’s booked.
You, on a callAsk the tech before sending a review link.
You, by textLakeview Inn is on a service plan. Book maintenance every 6 months.
Sarah, officeMike takes the basements.
You, by textYour pricebook and SOPs
Your software
Works with Housecall Pro, Jobber, QuickBooks and more.
Why Ruth
Right now the office is you, after the jobs are done. Ruth does it by text, at any hour, alongside the people you already have.
| Compare | Doing it yourself | Ruth |
|---|---|---|
| Missed calls | Voicemail, and they call the next company | Answered and booked |
| Booking jobs | You, at night, from memory | As they come in |
| Your crew’s day | Calls at 7 asking where to go | Texted to every tech by 7 |
| Job costs | If someone writes it down | One text and a receipt photo |
| Estimates | When you’re free to price them | From your pricebook, the same day |
| The books | Sunday nights | Closed every month |
| Late payments | You chase them | Email, then a call |
| Cost | Your evenings and weekends | From $199 a month |
The math
An office manager or service coordinator costs $47,088 to $51,476 a year, before payroll taxes and benefits. Ruth does the job for US$549 a month.
What you keep, every year
$40,500or more
$47,088to $51,476
Office manager or service coordinator
$6,588US$549 a month
Ruth Office Manager plan
US averages for service coordinators ($47,088) and office managers ($51,476) at HVAC companies, ZipRecruiter, 2026. Salary only.
Pricing
Keeper
Your books and every job’s numbers
$199USD per monthAfter two weeks free
Office Manager
Ruth runs your office, 24/7
$549USD per monthAfter two weeks free
Both plans start with two weeks free and no card. Billed monthly after that, with no contract.
Security
Ruth texts and calls from her own phone number and emails from her own address. Connecting your inbox is optional.
Connecting your bank is optional and read-only, through Plaid. She never files taxes on her own.
Every invoice, email, and call waits for your OK.
Disconnect and she stops right away.
We never sell your data.
Questions
Yes. Ruth does the admin inside the Housecall Pro you already use: she books jobs on your schedule, fills in the job type and lead source, answers customer replies in the inbox, builds estimates from your price book, and sends invoices when jobs are done.
Yes. Ruth answers your calls 24/7 on her own number or your forwarded line, and every call she books becomes a job in Housecall Pro with the details filled in.
No. You keep Housecall Pro and everything in it. Ruth works inside it, and keeps QuickBooks in step with it.
Ruth is a 24/7 office manager for your business. She answers your calls and books the work, runs your crew's schedule, tracks what every job cost and made, keeps your books current in QuickBooks, sends invoices, and chases late payments. She works inside Housecall Pro, Jobber and QuickBooks, and when something is outside your rules, she asks you first.
Yes. Ruth has her own phone number for your business, for texting and calling, and her own email address. Customers and your crew can reach her directly, and you can forward your line to her whenever you can't pick up.
Ruth texts as Ruth from your office, in short, plain messages, the way your best office person would. She never pretends to be you, and if a customer asks, she tells them she's an AI assistant for your business.
Yes. Ruth does the admin inside the software you already pay for: she books the jobs, fills in the lead source and job type, and answers the customer replies in the inbox. She works with Housecall Pro, Jobber, QuickBooks and more.
Nothing goes out without your yes. Invoices, estimates, emails, and calls wait for your OK, and anything outside your rules comes to you first. Correct her once and she works that way from then on.
Customers can call Ruth's own number, or you can forward your line to her after hours or all day. She answers, finds out what they need, books the visit, texts them the time, and texts you what she booked. Answering calls is part of the Office Manager plan.
Yes. Anyone you add can text her. Your crew tells her what they took from the shop or picked up at the supplier, and she logs it to the right job. They can also ask where they're headed next.
The way a new hire does. Tell her how you work by text or on a quick call: your prices, your customers, who takes which jobs, and what needs your OK. Tell her once and she does it that way every time.
Both plans start with two weeks free, with no card to sign up. Keeper is US$199 a month (CA$299 in Canada): your books in QuickBooks, every job's costs, invoices, and late payments chased. Office Manager is US$549 a month (CA$799 in Canada): everything in Keeper, plus Ruth answering your calls, running your crew's schedule and working inside Housecall Pro and Jobber. Billed monthly, with no contract.
No. You can text or email Ruth what you spend and earn, and she keeps your books from that. Connecting your bank through Plaid, where it's available, or your QuickBooks gives her more to work with, and both are optional. Bank access is read-only, and she can never move money.
Yes. Connect QuickBooks Online and Ruth works right in it. She enters the expenses, income, and receipts you text or email her, books each transaction to the right account, adds invoices and sends them once you say yes, and records payments. Your accountant gets books that are up to date, in the QuickBooks they already use.
Only if you want her to. Ruth has her own email address for your business: she emails invoices and reminders to your customers from it, and their replies come back to her. You can also connect your inbox so she handles customer emails there, and that's optional.
No. Ruth works over text messages and email, from the phone you already carry. Text her hello to start.
No. She prepares your sales tax return and keeps books your accountant can work from, and you or your CPA files. She never files anything on her own.
Yes. Ruth keeps books for small businesses in the United States and Canada, in your own currency, and Canadian businesses pay in Canadian dollars.
Yes, on either plan. You can download your books as Excel, CSV, or QuickBooks files whenever you want.
An AI bookkeeper sorts your transactions, files your receipts, and closes your books each month without you doing the data entry. Ruth does it over text: she asks you only about the charges she can't place, and texts you when something is done or needs you.
Text her hello. After one quick call she has your business mapped, and she starts on whatever you need done first.
