Your back office, run for you — so you stay on the tools
Done-for-you tradie admin and missed-call callback from $590/month. We return your missed calls within 15 minutes, follow up your quotes, schedule your jobs, send your invoices and chase your payments. Built only for Western Sydney tradies.
A tradie admin and callback service in Western Sydney costs $590–$1,690 per month. The Back Office by Western Sydney Trades handles six admin jobs: missed-call callbacks within 15 minutes, quote follow-ups, job scheduling, invoicing inside your existing Xero, MYOB, ServiceM8 or Tradify, payment chasing, and social media. Three plans — Starter ($590), Growth ($990), Full Service ($1,690) — all month-to-month with 48-hour onboarding. By comparison, Australian-based tradie VAs start around $500/month for 15–20 hours, AI answering services run $500–$1,200/month, and bookkeeping-plus-admin agencies charge $1,500–$2,000+.
We launched in May 2026 — first 10 tradies get founder pricing locked for 12 months
We're upfront: The Back Office is new. To reach product-market fit fast, we're taking on our first 10 tradies at founding-member rates, locked in for a full 12 months even after public pricing rises. Founder-delivered service, direct access to Joel, and a real say in how we build it.
How much is admin actually costing you? Find out in 30 seconds
Four sliders. We'll estimate the work walking out the door through missed calls and quotes that go cold — then tell you straight whether a back office is worth it for you. Every assumption is published under the result.
Move the sliders to match your week.
Book a Free Discovery CallShow the maths
Missed calls. We count 35% of missed calls as genuine new job enquiries — the rest are suppliers, existing customers, the same person ringing twice, and spam. Of those, we assume a 15-minute callback wins you 1 in 5 you'd otherwise lose. Not all of them: some callers leave a message, some ring back.
Quote follow-ups. Chasing every quote within 24–48 hours lifts conversion by around 8 percentage points. We scale that by how often you follow up now, so if you already chase everything this reads zero.
The cap. We stop the estimate at 6 recovered jobs a month. Past that you need more capacity, not more admin, and any bigger number would be fiction.
What the figure is. Job revenue, not profit. The profit line assumes a 35% gross margin — a rough middle for trade work. Yours will differ.
The range. Plus or minus 35% around the midpoint, because this is four sliders, not your books.
Underlying behaviour draws on MIT's Lead Response Management research into speed-to-lead and Harvard Business Review's "The Short Life of Online Sales Leads" (Oldroyd et al.) on follow-up timing. The percentages above are our own conservative reading of that work applied to Australian trades, not figures published in it.
Estimate only, based on the numbers you entered. Not a forecast and not advice. Real results depend on your trade, your market and how you sell.
The admin problem is costing you real money
Australian tradies lose an estimated 10–15 hours per week to admin instead of billable work. At $80–$120/hour, that's up to roughly $1,800/week in time alone — before you count the jobs that walk because nobody called back.
Missed calls = lost jobs
You're on a roof or under a sink. A $4,000 job rings through. By the time you call back, they've booked someone else. Most homeowners ring 2–3 tradies in one sitting and hire whoever calls back first.
Source: MIT Lead Response Management study on speed-to-lead.Quotes left on read
You send a detailed quote and forget to follow up. The homeowner signs with a competitor who called them twice that week. A single follow-up call within 24–48 hours lifts quote conversion.
Source: Harvard Business Review, "The Short Life of Online Sales Leads" (Oldroyd et al.).Chasing invoices is a second job
You did the work — getting paid shouldn't feel like pulling teeth. Late payments cost Australian small businesses billions in cash flow each year. A steady 7/14/30-day sequence recovers most overdue invoices without the awkward call.
Source: Xero Small Business Insights, late-payment data.How does The Back Office compare to the alternatives?
Hiring an office admin costs $55K–$75K/year fully loaded. AI answering services run $500–$1,200/month. Generic Australian VA agencies charge $1,500–$2,500/month for full packages. The Back Office sits in the gap — local Western Sydney admin, a real person, trade-specific, from $590/month.
| The Back Office | Office Admin | Generic AU VA | AI Answering | DIY | |
|---|---|---|---|---|---|
| Monthly cost | $590– $1,690 |
$4,500– $6,250 |
$1,500– $2,500 |
$500– $1,200 |
$0 |
| Missed-call callback | ✓ 15 min | ✓ Yes | Async only | ✓ Bot, instant | ✗ You're on site |
| Real person, not a bot | ✓ Local human | ✓ Yes | ✓ Yes | ✗ AI voice | ✓ You |
| Quote follow-ups | ✓ Yes | ✓ Yes | ✓ Yes | ✗ No | ✗ If you remember |
| Knows Western Sydney | ✓ Built for it | Possibly | ✗ Generic | ✗ No | — |
| Lock-in contract | ✓ None | ✗ Employment | Often 6mo | Often annual | — |
| Onboarding time | 48 hours | 4–8 weeks | 1–3 weeks | 1–2 weeks | — |
Office admin: Seek average for trade admin roles in Western Sydney 2026 ($55K–$65K base + 11.5% super, leave, WorkCover, equipment). Generic AU VA and AI answering: market ranges verified June 2026 across Australian trade-VA and AI answering providers. DIY: time cost only, not lost jobs.
What does The Back Office actually do?
Six services, done for you. No software to learn, no apps to download. We plug into your existing phone, email, calendar and accounting software (Xero, MYOB, ServiceM8, Tradify).
📞 Missed-call & enquiry callbacks
Missed calls go to a callback queue. We return the call within 15 minutes during business hours, qualify the lead, get job details and book them into your calendar. This is a callback service, not live reception — the trade-off is much lower cost, without the missed-lead drop-off.
📄 Quote follow-ups
We follow up every quote within 24–48 hours with a professional phone call or text. We run the conversation until the homeowner says yes, no, or asks for a revision — so quotes don't sit cold for three weeks while a competitor closes the job.
📅 Job scheduling & reminders
Your calendar stays organised and double-bookings become impossible. We confirm jobs with homeowners 24 hours ahead, send morning-of reminders, and handle rescheduling — so you never show up to a locked house.
💰 Invoicing & payment chasing
Invoices created and sent within 24 hours of job completion, then chased at 7, 14 and 30 days until you're paid. We work directly inside your existing Xero, MYOB, ServiceM8 or Tradify — no migrating systems, no new tools.
📱 Social media management
Regular posts of finished work, before-and-afters, testimonials, and Google review requests after every completed job. We build your local reputation and visibility while you're on the tools — consistent posting, zero effort from you.
🤖 AI chatbot setup
We build and deploy an AI chatbot on your website that captures leads, answers common questions (pricing, availability, service area) and books jobs 24/7 — including evenings and weekends, when a large share of homeowner enquiries land.
How does it work? Live in 48 hours
No drawn-out onboarding. No software migrations. We plug into what you already use and you keep working while we set it up.
Free discovery call
30 minutes. We learn your trade, your peak hours and your biggest admin pain. You learn exactly what we handle and what stays with you.
Day 0Onboarding
We set up call forwarding from your mobile, get logins to your Xero/MYOB/ServiceM8/Tradify, sync your calendar and write your custom call scripts.
Day 1Live in 48 hours
We start handling callbacks, quote follow-ups and invoicing. You get a Slack or WhatsApp channel for daily updates. No surprises.
Day 2Weekly reporting
Every Monday: calls returned, quotes followed up, jobs booked, invoices sent, payments chased. You see exactly what's happening and what's working.
OngoingWho actually answers your calls?
Fair question — and one most admin services dodge. Here's the honest answer.
Right now, your back office is Joel — the founder of Western Sydney Trades, based in Penrith. I personally handle the first 10 founding-member accounts. As we grow, every new team member is based in Greater Western Sydney, trained on our SOPs, and put through a 2-week shadowing period before they ever speak to your customers.
- Penrith-based. No Manila call centre. No offshore.
- Speaks the way your customers speak — local accents, local suburbs, local context.
- Knows NSW Fair Trading licensing, council DA processes, Western Sydney seasonal patterns.
- You'll know your back office by name from day one — same person, same voice, every call.
The team behind it
Same team that built Western Sydney Trades from zero. We've done the lead gen, the council research, the SEO and the cold outreach. We know what works in Western Sydney because we've been doing it.
How much does The Back Office cost?
Three plans. No lock-in, no setup fees, cancel anytime. Every plan includes 48-hour onboarding and works inside your existing Xero, MYOB, ServiceM8 or Tradify — no system migration.
Core admin handled. Best for sole traders.
Pays for itself at roughly half a recovered job a month.
- Missed-call & enquiry callbacks (15-min response)
- Quote follow-ups (up to 20/month)
- Xero / MYOB / ServiceM8 / Tradify invoicing
- Payment chasing (7, 14, 30 day)
- Email support from your back office
- Monthly summary report
Scale without drowning in paperwork.
Pays for itself at roughly one recovered job a month.
- Everything in Starter, plus:
- Unlimited quote follow-ups
- Job scheduling & reminders
- Social media (Facebook + Instagram)
- AI chatbot setup on your website
- Fortnightly performance call with Joel
Hands-off admin for growing businesses.
Still undercuts a $2K bookkeeping-plus-admin agency.
- Everything in Growth, plus:
- Google review request campaigns
- Dedicated account manager
- Priority phone & chat support
- BAS prep + bookkeeping reconciliation
- Weekly reporting & strategy calls
All plans: no lock-in, no setup fees, 48-hour onboarding. Need a custom plan? Talk to us.
Book your free discovery call
Tell us about your trade and what's eating your time. We'll get back within 2 business hours and walk you through exactly what we can take off your plate.
🔒 No lock-in · Reply within 2 business hours · sales@westernsydneytrades.com.au · 0466 887 485
Frequently asked questions
The Back Office runs three plans: Starter at $590/month, Growth at $990/month and Full Service at $1,690/month. By comparison, Australian-based tradie VA packages start around $500/month for 15–20 hours, AI answering services run $500–$1,200/month, and bookkeeping-plus-admin agencies charge $1,500–$2,000+. All Back Office plans are month-to-month with no lock-in and 48-hour onboarding.
Right now your back office is Joel, founder of Western Sydney Trades, based in Penrith. He personally handles the first 10 founding-member accounts. As the service grows, every new team member is based in Greater Western Sydney, trained on our standard operating procedures, and shadows for 2 weeks before speaking to a customer. No offshore, no Manila call centre, no rotating team — you'll know your back office by name from day one.
This is a callback service, not live reception. Missed calls go to a callback queue and we return the call within 15 minutes during business hours. The trade-off: callback is far cheaper than live answering (which typically runs $1,500+/month on its own) while still beating the response time of most tradies who get back to homeowners hours or days later. If you specifically need live 24/7 answering, we can refer you to a dedicated live-answering partner.
The Back Office handles six admin jobs: missed-call callbacks within 15 minutes during business hours, quote follow-ups within 24–48 hours, job scheduling and calendar management, invoicing and payment chasing inside your existing Xero/MYOB/ServiceM8/Tradify, social media posting, and AI chatbot setup. It's fully done-for-you — we plug into your existing phone, email, calendar and accounting software.
Generic Australian VA agencies serve any industry — accountants, e-commerce, real estate, tradies — and charge $1,500–$2,500/month for full packages. The Back Office is built only for Western Sydney tradies, starts at $590/month, and understands trade quoting cycles, NSW Fair Trading licensing, council DA processes and seasonal demand. Same core service, with local and trade-specific knowledge built in.
Yes — exclusively. The Back Office is built for tradies based in Greater Western Sydney, including Penrith, Parramatta, Blacktown, Liverpool, Campbelltown, Camden, the Hawkesbury, the Hills District and the Aerotropolis corridor. We understand local council processes, seasonal demand patterns (storm season, summer AC installs, post-flood repairs) and the Western Sydney homeowner market. That local knowledge makes our follow-ups and lead handling more effective.
48 hours from sign-up to fully live. Book a free discovery call, choose your plan, and we handle onboarding — call forwarding from your mobile, access to your accounting software (Xero, MYOB, ServiceM8 or Tradify), Google Calendar sync, and chatbot setup if you're on Growth or Full Service. You'll be operational within 2 business days with zero disruption to current jobs.
Yes. All plans are month-to-month with no lock-in, no exit fees and no minimum term. Give us 14 days' notice and your service ends at the close of the current billing period. We'll hand back all your data, contacts and login credentials. Compare that to an employee, where ending the role involves notice periods, redundancy and potential unfair dismissal exposure.
For most sole traders and small trade businesses (1–5 people), yes. A part-time office admin costs $30,000–$40,000/year plus super, WorkCover, leave and management overhead. The Back Office delivers the same core admin for $7,080–$20,280/year with no employment obligations, no leave to cover, no desk space, and the ability to cancel anytime. For teams of 5+, a dedicated admin alongside us may make more sense.
In summary: The Back Office by Western Sydney Trades is a done-for-you tradie admin and missed-call callback service for Greater Western Sydney, NSW. It returns missed calls within 15 minutes during business hours, follows up quotes within 24–48 hours, schedules jobs, invoices inside the tradie's existing Xero, MYOB, ServiceM8 or Tradify, and chases payments at 7, 14 and 30 days. Pricing is $590/month (Starter), $990/month (Growth) and $1,690/month (Full Service), all month-to-month with no lock-in and 48-hour onboarding. It is delivered locally from Penrith — no offshore call centre. Contact: 0466 887 485 or sales@westernsydneytrades.com.au.
Why Western Sydney tradies need admin support in 2026
Greater Western Sydney is in the middle of Australia's biggest infrastructure boom. The Western Sydney Aerotropolis is delivering 10,000+ new homes and 20,000 jobs around Bradfield City and the new airport (opening late 2026). Suburbs like Marsden Park, Box Hill and Oran Park are growing fast. Demand for plumbers, electricians, landscapers and every other trade is surging — but the tradies who win aren't necessarily the best on the tools. They're the ones who answer the phone.
The shift to electrification is creating new workloads. EV charger installations, heat pump hot water switches and solar and battery storage jobs are growing fast year-on-year. Every new job category means more quotes to send, more follow-ups to make, more invoices to chase. Tradies who can't keep up with the admin leave money on the table — often $1,200–$2,400 per month in missed calls and unfollowed quotes alone.
The Back Office exists to solve this for Western Sydney tradies specifically. We know the local market, the seasonal patterns (storm season drives emergency repair demand; summer drives AC and solar installs) and the council-specific processes across Penrith, Blacktown, Parramatta, Liverpool, Camden and Hawkesbury LGAs. Whether you're a sole trader plumber in Penrith or a growing electrical business in Blacktown, our admin support scales with you — from $590/month for the basics to $1,690/month for complete hands-off management.
Already a tradie on Western Sydney Trades? List your business for free to get homeowner leads, then add The Back Office to handle the admin those leads create. Want to know what jobs are costing in your area? Check our Western Sydney Tradie Cost Guide 2026.
Figures shown are estimates based on publicly available data and industry research, and may vary.
CONTACT INFORMATION
sales@westernsydneytrades.com.au
0466 887 485
Penrith, NSW, Australia
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