Apex Operations × Outsource Plug
Your office, fully staffed. Your calls answered. Your leads followed up. For a fraction of one local hire.
For a fraction of one local hire.
We place trained virtual assistants who run AI tools on your behalf, plugged directly into the systems you already use: your phones, your GoHighLevel CRM, your Slack. They handle the admin that eats your nights and weekends, so you can run jobs and close deals.
Trusted by 85+ contractors nationwide
Save 60–90% vs. a local hire
Plugged into GoHighLevel, Slack, VoIP and more
You didn't start a construction company to answer emails at 10pm.
But here you are. Running jobs all day, then catching up on callbacks, invoices and estimates all night. The work isn't hard. There's just too much of it, and it never stops.
01
Missed calls = missed jobs.
The homeowner who called while you were on a roof already booked the next guy.
02
Leads go cold.
Speed to lead wins. A callback five minutes late loses to one five minutes early.
03
Estimates die in the inbox.
You sent the bid. Nobody followed up. The job went elsewhere.
04
Reviews never get asked for.
Happy customers forget. Your Google profile stays thin.
05
You're the bottleneck.
Every schedule change, permit question and supplier call routes through your phone.
Hiring locally costs $55K+ a year before benefits, and it takes months to find someone good. There's a better way.
A real person. Powered by AI. Working inside your business.
Through our partnership with Outsource Plug, Apex now places dedicated, full-time virtual assistants with our contractor clients. These aren't generic VAs. Each one is trained to run AI tools on your behalf: drafting follow-ups, summarizing calls, updating your CRM, writing estimates and keeping your pipeline moving.
AI does the heavy lifting in seconds. Your VA checks it, sends it and makes sure nothing slips. You get the speed of automation with the judgment of a human.
Staffed by Outsource Plug.
Vetted, English-fluent professionals. Our team spans the Philippines and Latin America. Our Philippines staff work graveyard shifts and have mastered them, and our Latin America staff work in or near U.S. time zones, so your phones are covered when your business is open.
Powered by AI.
Every assistant is trained on the AI tools that turn a 30-minute task into a 3-minute one.
Plugged in by Apex.
We connect your VA to your phones, CRM, Slack and ad leads, and train them on the website we built for you, the same systems we already build for 85+ contractors.
You're not hiring a VA and hoping they figure it out. You're getting a VA who shows up already connected to your systems, on day one.
If it happens at a desk, your VA can handle it.
Here's what contractors are already handing off. Pick three. Pick thirty.
Leads & Sales
Task
How your VA + AI handles it
Speed-to-lead callbacks
New ad or website lead hits your CRM, VA gets a Slack alert and calls or texts within minutes
Lead qualification
Asks budget, timeline, scope and location using your script; AI logs the answers to the contact record
Appointment setting
Books site visits and consultations straight onto your calendar, with confirmations and reminders
Estimate follow-up
AI drafts a personal follow-up for every open bid; VA sends it on day 2, 5 and 10 until you get a yes or no
Reviving old leads
Works your dead-lead list with fresh texts and calls to find the ones ready to build now
CRM hygiene
Updates deal stages, notes and next steps so your pipeline is never a guess
Estimating & Proposals
Task
How your VA + AI handles it
Takeoff prep
Organizes plans, photos and measurements so your estimator starts ready
Proposal drafting
AI turns your site-visit notes into a clean, branded proposal; VA formats and sends it
Scope write-ups
Converts a voice memo from the truck into a detailed scope of work
Supplier pricing
Requests and compares material quotes from your vendors
Customer Communication
Task
How your VA + AI handles it
Inbound call answering
Answers through your business line (VoIP), handles FAQs, routes urgent calls to you
Job status updates
Texts homeowners when crews are scheduled, delayed or wrapping up
Inbox management
AI sorts and drafts replies; VA sends, flags and escalates
Bilingual support
Native Spanish-speaking VAs from our Latin America team handle Spanish/English customer calls and texts
Reviews & Reputation
Task
How your VA + AI handles it
Review requests
Sends a request after every completed job and follows up once
Review responses
AI drafts on-brand replies to every Google review; VA posts them
Website, SEO & Local Search
Your VA is trained on the exact website Apex built for you, so they can keep improving it every week instead of letting it sit.
Task
How your VA + AI handles it
Ongoing on-site SEO
New ad or website lead hits your CRM, VA gets a Slack alert and calls or texts within minutes
New project pages
Adds completed jobs to your portfolio with photos and AI-drafted write-ups that target the searches homeowners actually make
Google Business Profile
Keeps hours, services, service areas and photos current, and posts weekly project updates
GBP Q&A and messages
Answers questions on your profile before a competitor does
Local citations
Finds the directories and local listings your business should be on, submits your profile, and keeps your name, address and phone consistent everywhere
Listing cleanup
Finds duplicate or outdated listings that send leads to the wrong place and gets them fixed
Most contractors pay for a website and never touch it again. Yours gets worked on every week by someone who knows it inside and out.
Operations & Project Management
Task
How your VA + AI handles it
Crew and sub scheduling
Builds the weekly schedule and confirms with subs by text
Permit tracking
Tracks submittals, inspection dates and follow-ups with the city
Material ordering
Places orders, confirms delivery windows, chases backorders
Daily job logs
AI summarizes crew updates and photos into a daily report for you
Call and meeting notes
AI transcribes and summarizes calls; action items land in Slack
Admin & Back Office
Task
How your VA + AI handles it
Invoicing and collections
Sends invoices, progress-billing reminders and polite past-due follow-ups
Bookkeeping support
Categorizes expenses and prepares receipts for your bookkeeper
Contracts and change orders
Prepares documents from templates and routes them for e-signature
Insurance and compliance
Tracks certificates of insurance, license renewals and sub paperwork
Hiring support
Posts job ads, screens applicants and books interviews
Marketing & Content
Task
How your VA + AI handles it
Social posting
Sends invoices, progress-billing reminders and polite past-due follow-ups
Before/after case studies
AI drafts project write-ups for your website and portfolio
Blog and SEO content
Drafts articles from your sales call transcripts for Apex to publish
Ad lead reporting
Pulls weekly numbers so you know what your ad spend is producing
Your VA works inside your systems, not beside them.
Most VA services hand you a person and a login and wish you luck. Apex wires your VA into the same stack we build for our contractor clients, so leads, calls and updates flow to the right place automatically.
GoHighLevel
Your VA works inside the same GHL account Apex already set up for you: pipelines, contacts, booking calendars, automations and follow-up tasks stay current, and you see the pipeline in real time.
Slack
Instant alerts for new leads, missed calls and job updates. Your VA and your team work in one channel, and you see everything from your phone.
VoIP business phone (e.g. Quo)
Your VA answers, calls and texts from your business number, not a personal cell. Every call is recorded and transcribed.
GHL texting & email
Two-way texting and automated follow-up sequences from your company number, all logged in GoHighLevel.
Meta lead ads
Facebook and Instagram leads land in GoHighLevel and ping your VA in seconds.
Zapier
Connects the rest: forms, calendars, Google Drive and your accounting tools.
Google Workspace
Shared inbox, calendar and Drive for plans, photos and proposals.
AI tools
Call summaries, proposal drafts, follow-up messages and content, reviewed by a human before anything goes out.
Using something else? If it has an integration or an API, we can likely connect it.
Here's what happens while you're on the job site.
7:02 AM
A Facebook lead comes in for a kitchen remodel. Your VA gets the Slack alert and calls her by 7:06. Site visit booked for Thursday.
9:30 AM
AI summarizes yesterday's three sales calls. Your VA updates GoHighLevel and drafts follow-ups on two open bids.
11:15 AM
A homeowner calls your business line asking when the crew arrives. Your VA answers, checks the schedule, texts a confirmation.
1:40 PM
Your roofer pushes a day. Your VA reschedules and notifies both affected customers.
3:00 PM
Two jobs closed out this week. Review requests go out. A 5-star review from last week gets a reply.
5:30 PM
You get a one-message Slack recap: new leads, booked visits, bids followed up, payments collected.
You didn't touch any of it.
Full-time help for a fraction of a local hire.
Local office hire
AI-powered VA
Annual cost
$55K–$70K + benefits
60–90% less
Time to hire
1–3 months
-
AI-trained
Rarely
Always
Connected to your systems
You figure it out
Apex sets it up
Payroll taxes, benefits, PTO
Yours
Handled
How It Works
01
Book a 15-minute call.
Tell us where you're buried: calls, follow-ups, scheduling, admin.
02
We match your VA.
Outsource Plug hand-picks candidates for your role. You interview and choose.
03
Apex plugs them in.
We connect Slack, your phones, your CRM and your lead sources, and set up the AI workflows.
04
They get to work.
You hand off the busywork and get your evenings back.
We already know your business.
Apex has built websites, ad campaigns and CRM systems for 85+ contractors across the country. We know what a lead looks like, how fast it needs a call, and where deals fall through. Now we give you the person to catch them.
Equity Construction closed $1.8M+ in 9 months
Mezzacappa Construction closed $300K+ in month one
FAQs
Questions, answered.
Will my VA speak good English?
Yes. Every assistant is vetted for fluent written and spoken English before placement.
What hours do they work?
Your business hours. Our Latin America staff work in or near U.S. time zones. 95% of our Philippines staff work graveyard shifts and have mastered them. We confirm coverage hours for your role before placement.
Where are the VAs located?
Across the Philippines and Latin America. We match you with the region that fits your hours, your language needs and your budget.
Is this a bot or a real person?
A real person. They use AI tools to work faster, and they review everything before it reaches your customers.
Do I need to be tech-savvy?
No. Apex sets up the integrations. You just tell your VA what you need.
I'm not an Apex marketing client. Can I still do this?
[confirm with Outsource Plug and Jose]
Is there a contract?
[confirm terms]
Get your nights and weekends back.
One 15-minute call. We'll map out exactly what your VA would take off your plate, and what it would cost.
No pressure, no long pitch. Just a plan.
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