Subcontractor COI Updated
Followed up with ABC Plumbing. Received and uploaded current Certificate of Insurance to Procore.
Change Order Approved
Client signed off on Kitchen Island upgrade in Buildertrend. Drafted PO for custom cabinetry.
Draw Request Processed
Reconciled framing receipts in QuickBooks. Sent Draw #2 invoice to client & bank inspector.
Build Homes.
We'll Build the Paperwork.
Stop doing estimates and invoices at 9 PM on your kitchen table. Hire a dedicated Virtual Assistant to manage Buildertrend, chase subcontractors, handle permits, and keep your projects running on schedule.
100%
Sub Compliance
0
Missed Invoices
20+
Hrs Saved/Week
We Speak Your Language. We Run Your Tools.
The Smart Alternative to the 12-Hour Day
Builders are wearing too many hard hats. When the owner acts as the project manager, the estimator, and the admin, growth stops. We fix that.
| The Friction Point | Solo Builder / GC | SageDoer (Managed VA) |
|---|---|---|
| Subcontractor Herding | Calling trades repeatedly from the truck just to get bids, W-9s, and updated COIs before they step on site. | Relentless Follow-up. VAs persistently track down subs for bids, verify insurance compliance, and schedule them into Buildertrend. |
| Change Orders & Approvals | Doing work on a handshake, forgetting to bill for the extra framing, and eating the cost at the end of the project. | Documented & Billed. VAs draft formal Change Orders, send them via DocuSign, and update the budget before work begins. |
| Permit Expediting | Spending half a day formatting applications, downloading site plans, and fighting with the county portal. | Admin Handled. VAs prepare the permit packages, fill out municipal forms, upload plans, and track approval status daily. |
| Client Updates | Ignoring client texts during the day, leading to frustrated homeowners wondering what happened on site. | Proactive Portals. Send your VA a quick site video. They upload daily logs and photos to the client portal, keeping homeowners happy. |
What Will Your Builder VA Handle?
We take over the operational heavy lifting of pre-construction and active project administration.
Subcontractor Onboarding
Collecting bids, verifying active licenses, tracking expiring Certificates of Insurance (COI), and securing W-9s before cutting checks.
Estimating Admin
Setting up project templates, downloading plans from Dropbox/Drive, sending ITBs (Invitations to Bid) to your trade pool, and organizing proposals into comparison spreadsheets.
Buildertrend/Procore Mgmt
Acting as your software champion. Inputting schedules, updating daily logs from your voice notes, and keeping the client portal fully updated with progress photos.
Accounts Payable & Draws
Matching supplier invoices to Purchase Orders, entering receipts into QuickBooks, organizing lien waivers, and preparing formal draw requests for the bank/client.
Material & PO Tracking
Following up on material lead times, tracking appliance deliveries, and drafting Purchase Orders for custom items so they arrive before the framers finish.
Client Selections Mgmt
Politely nudging homeowners to make their tile and fixture choices before the deadline, updating the allowances sheet, and securing written sign-offs.
Framing Your New Back Office
Construction is chaotic; your admin shouldn't be. Our Dedicated Project Manager ensures your VA is fully trained on your exact processes before handoff.
Phase 1
Process Audit
We map out how you currently handle bids, contracts, and software. If you're barely using Buildertrend, we'll establish a plan to maximize it.
Phase 2
SOP Creation
Your PM documents standard operating procedures for lien waivers, COI tracking, and AP entry so the VA executes perfectly every time.
Phase 3
Shadowing & Testing
The VA executes test entries in your software. The Project Manager monitors their output daily to ensure 100% accuracy on budgets and docs.
Phase 4
Field Freedom
You stop doing paperwork in the truck. You focus purely on site management, quality control, and selling new projects.
Trusted by Top General Contractors
"Before SageDoer, I was doing my estimates and invoices on weekends. Now, I shoot a voice note from the job site, and my VA updates Procore and sends the change orders. I actually have my Saturdays back."
Mike K.
Owner, Custom Home Builders
"We were bleeding money on expired COIs and unbilled change orders. Our VA completely locked down our compliance and handles all our subcontractor onboarding now. It's been a game changer for our margins."
Jason D.
Director of Ops, Commercial GC
"Before SageDoer, I was doing my estimates and invoices on weekends. Now, I shoot a voice note from the job site, and my VA updates Procore and sends the change orders. I actually have my Saturdays back."
Mike K.
Owner, Custom Home Builders
Scale Your Crew, Not Your Overhead
No payroll taxes, no expensive local recruiter fees, and no hidden QA charges. Simple rates so you can focus on building.
Part-Time
Perfect for custom home builders needing help with daily COIs and client portal updates.
Est. $560 USD / Month (4 Weeks)
- 20 Hours Per Week
- Pay only for hours of pure work
- Dedicated QA Project Manager included
- Zero setup or onboarding fees
Full-Time
For high-volume GCs needing comprehensive support across estimating, AP, and project coordination.
Est. $960 USD / Month (4 Weeks)
- 40 Hours Per Week
- Pay only for hours of pure work
- Dedicated QA Project Manager included
- Zero setup or onboarding fees
Common Questions
From fellow builders and general contractors.
Do your VAs know how to use Buildertrend and Procore?
Yes. We heavily recruit VAs with experience in the core construction management tools. During onboarding, our QA Manager will help tailor their knowledge to your specific workflows—whether that's how you structure your cost codes, format your daily logs, or require subs to submit their bids.
How can they help with estimating if they aren't on site?
While they don't do complex structural takeoffs, they handle the massive administrative burden of estimating. They will set up your project folders, distribute plans to your subs via email or your portal, relentlessly follow up to get the bids back on time, and organize the numbers into your master Excel comparison sheet so you can make the final hiring decisions.
Can they help track down subcontractor insurance and W-9s?
Absolutely. This is one of the highest ROI tasks for a Builder VA. They will act as your compliance shield, refusing to process sub payments until current COIs, W-9s, and signed lien waivers are received and uploaded to your system.
Do I pay extra for the QA Project Manager?
No. The dedicated QA Project Manager is provided 100% free of charge. They audit the VA's schedule, ensure data entry accuracy in your accounting and PM software, and manage the VA’s workflow so you don’t have to micromanage from the job site.
Ready to Focus on the Build?
Stop losing your weekends to paperwork, estimating admin, and compliance checks. Reach out today, and we'll design a customized back-office support plan tailored to your construction firm.
Request Information
Fill out the quick secure request form below to explore offloading your construction administration.