22 hours a week on admin.
None of it needed
a technician.
Scheduling, quoting, invoicing, compliance records, customer follow-up. A HIPPO specialist handles the back-office work so your technicians stay on the tools and jobs keep moving.
Book a Connect SessionThe jobs are there. The admin is what slows them down.
A field service business runs on movement. Technicians on the road. Jobs booked back to back. Parts arriving on time. Invoices going out the same day. When the admin falls behind, the jobs slow down. A quote that sits unsent loses the customer. A reschedule that is not communicated costs a callout. An invoice that goes out late gets paid later, if it gets followed up at all.
In most small field service businesses, it falls on the owner. Bookings get taken between jobs. Quotes get written at night. Invoices get raised when there is a spare moment.
None of that work requires a licence. It needs someone available, organised, and keeping pace with the operation.
Ten tasks a HIPPO specialist handles so your technicians stay on the tools.
Job scheduling and dispatch coordination
Books jobs against technician availability, manages the daily run sheet, and handles reschedules and urgent callouts. The diary stays organised without you touching it between jobs.
Quote preparation and follow-up
Builds quotes from your pricing templates and job history. Sends them on time. Follows up on approvals so leads do not go cold while you are on site.
Invoice generation and payment chasing
Raises invoices on job completion. Tracks what is outstanding. Sends reminders so cashflow keeps moving.
Customer communication and confirmation
Sends appointment confirmations, ETA updates, and job completion notices. Clients stay informed without the technician managing their phone between jobs.
Compliance and service record management
Maintains service records, safety certificates, and compliance documentation for each job. Records are current and accessible when you need them.
Warranty and maintenance schedule tracking
Manages recurring service contracts, schedules preventive maintenance visits, and tracks asset service history. Nothing lapses without notice.
Parts and materials ordering
Processes supply orders, tracks deliveries, and flags stock shortages before they delay a job. Technicians arrive with what they need.
CRM and job management system updates
Keeps SimPRO, ServiceM8, Fergus, or AroFlo current after every job. Records reflect reality.
Technician timesheet and job cost tracking
Collates hours per job, checks costs against quotes, and prepares data for your accountant. The numbers are ready before you ask for them.
Online review and lead enquiry management
Responds to new enquiries promptly and routes qualified leads to the right person. Enquiries do not sit unanswered while the team is in the field.
Your involvement is minimal. Your decisions are fully informed.
Before we recruit anyone, we map the entire role with you in detail. What the work involves, what good output looks like, and what kind of person it needs. You get a written Role Blueprint within two business days.
We run the full search from sourcing through to shortlist. Hundreds of applicants assessed across interviews, skills testing, and background checks. You meet two or three candidates we can stand behind, and you choose.
Before your specialist starts, the work gets captured and documented. You show us the priority tasks once. We handle the recording, structuring, and procedure build. Day one starts with the work already documented.
We manage onboarding, then stay in the arrangement for the long run. Coaching, welfare, and performance reviews run on an ongoing cadence, well beyond the early months. Keeping good people is how the value compounds.
Scheduling, dispatching, quoting, and invoicing require no on-site presence.
22Hrs
Admin lost per week in the average field service business.
Up to10Hrs
Recovered per technician per week when manual admin is removed.
$85K
Annual cost of a local service coordinator before super and leave.
Tell us where the admin is slowing your operation down.
A Connect Session takes 30 minutes. You walk us through the business and the tasks taking the most time away from the tools. We map what a specialist role looks like and confirm whether it is the right fit.
Book a Connect Session