Key points
- Apps are the cheapest option, but you still write, send and chase everything yourself.
- Virtual assistants do the work, but you pay by the hour and they need training and managing.
- Collection agencies only step in once a debt has gone bad, and typically take 10% to 30% of what they recover.
- Done-for-you services like Tradie Quo cover quote to cash for a flat monthly fee.
- Ask any provider whose name goes on the messages, whether they ever hold your money, and whether they take a cut.
The options at a glance
There are five main kinds of admin help for Australian trade businesses. Prices are approximate published pricing as of October 2026. Check with each provider before you decide.
| Type | Examples | Typical price | What you still do |
|---|---|---|---|
| Job management apps | Tradify, ServiceM8, Fergus | ~$29 to $349/mo | Write, send and chase everything |
| Quoting apps | QuoteMate, Insta Quotes, Kvota | ~$20 to $40/mo | Everything after the quote |
| Chasing software | Chaser | ~$259/mo | Set it up and handle replies. Not built for trades |
| Virtual assistants | TradieVA, Just Ask Tash | $35 to $65/hr (AU), from ~$12/hr (offshore) | Train, manage and cover when they’re away |
| Collection agencies | Many | 10% to 30% commission | Everything before the debt goes bad |
| Done-for-you | Tradie Quo | $299 to $599/mo flat | Send job notes, approve quotes and invoices |
What a month of admin really costs
Take a typical two-person plumbing business: 20 quotes and 20 invoices a month, and about 6 hours a week of admin, which is roughly 26 hours a month. Here’s how the options compare.
| Option | Monthly cost | Your time | Notes |
|---|---|---|---|
| App only | ~$50 to $350 | ~26 hrs | Fastest software, but the work is still yours |
| Australian VA, 6 hrs a week | $910 to $1,690 | A few hrs managing | 26 hours at $35 to $65 an hour |
| Offshore VA, 6 hrs a week | ~$310 to $365 | More managing | 26 hours at about $12 to $14 an hour, plus time zones and training |
| Collection agency | $500 to $1,500 on a $5,000 debt | Varies | Only covers bad debts, not the day-to-day work |
| Tradie Quo, Get Paid | $400 | Minutes per job | Quote to cash, flat fee, no cut |
Don’t forget your own time. Twenty-six hours a month at a $95 charge-out rate is about $2,470 of work you could have billed, or evenings you could have had back.
When each option makes sense
- An app suits you if you’re happy doing your own admin and want it faster and tidier. Most trade businesses should have one.
- A VA suits you if you need someone for lots of different jobs, like booking, phones, supplier orders and admin, and you have time to train and manage them.
- A collection agency suits a debt that’s months old where the client has stopped responding.
- Done-for-you suits you if quoting, invoicing and chasing are what eat your evenings and you want them handled to a fixed system for a fixed price.
Questions to ask any admin provider
- Who writes the messages, and who checks them? Automated, human, or both?
- Whose name is on them? Your clients should hear from your business, not a third party.
- Do they ever hold your money? Payments should go straight to you.
- Do they take a percentage of what’s recovered? Getting paid a share of recovered debts looks like debt collection, which needs a licence in some states.
- Does it work with your accounting software? If it doesn’t update Xero, you’re doing double entry.
- What happens when chasing doesn’t work? Get a clear answer on where they stop and who takes over.
- What do you keep if you leave? Your data, your texting number and your Google profile should all stay yours.
Where Tradie Quo fits, and where it doesn’t
Tradie Quo fits if you’re a sole trader or a team of up to 10 in NSW, you’re on Xero, and quoting, invoicing, chasing and reviews are what take up your evenings.
Tradie Quo isn’t the right fit if you need bookkeeping or BAS (that needs a registered BAS agent), if you want paid ads and lead generation, or if your problem is one big debt that’s already in a legal dispute. In those cases we’ll point you to the right kind of help.
See our pricing or how it works.
FAQ
Is a virtual assistant cheaper than software?
No. Software is usually cheaper per month, but you still do the work. A VA does the work but costs more, typically $35 to $65 an hour in Australia or from about $12 an hour offshore.
What’s the difference between Tradie Quo and a debt collector?
A debt collector steps in once a debt has gone bad and usually takes a percentage of what it recovers. Tradie Quo chases from day 1 in your name for a flat monthly fee, never takes a cut, and doesn’t send letters of demand.
Can I use Tradie Quo with Tradify or ServiceM8?
Tradie Quo works from your Xero. If your job management app syncs with Xero, you can keep using it.
Sources
- Tradify
- ServiceM8
- Fergus
- Chaser
- ServiceTitan: 2026 State of the Trades report
General information only, current as at October 2026. This isn’t legal or financial advice. Rules change, so check your situation with NSW Fair Trading or a lawyer.
