GeoOp Virtual Assistant: a VA who keeps the job list moving while the platform winds down

Almost nobody searches “geoop virtual assistant”. The ones who do are a specific person: a tradie who has run the business out of GeoOp for years, knows every quirk of the Job List, and is now doing all of it, the scheduling, the quoting, the chasing, the invoicing, at the kitchen bench after the kids are down. The crew updates jobs from the field app and goes home. The office half of the business waits for the one person who can’t hand it off, because there’s nobody to hand it to.

We wrote this page anyway, because GeoOp keeps turning up in our trades client base and the shape is always the same. The field side mostly happens, because the work is the part everyone cares about. The office side happens at 9pm, late, and it’s the owner. The software isn’t the problem. The missing person is.

The weekly rhythm a VA runs in your GeoOp

Morning starts on the Job List. Overnight enquiries become jobs: client in, address in, description in, the right Job Status set so the pipeline reads true from the first touch. Then onto the Calendar, where the real scheduling happens. GeoOp’s day, week and month views show which staff actually have capacity, and the VA drags each job onto the right person on the right day rather than stacking everything on whoever answered the phone last. Recurring work, the fortnightly maintenance runs, the monthly service calls, gets set up off your job templates once, so it never quietly drops off.

Then quotes, which for most trade businesses are the thing that slips first when the owner is busy. The VA assembles them on your GeoOp quote templates, which auto-populate from the job details, at the rates you’ve set, and sends them to you for sign-off before anything goes to the client. Once a quote is out, it gets worked: midweek, every quote that’s been sent and gone silent gets a follow-up. A quote that’s chased is a job; a quote that’s forgotten is a competitor’s job. That’s the whole difference, and it’s exactly the kind of quote follow-up that never happens when the only person who could do it is on a roof.

Through the week, jobs move through your configured Job Status options as the work happens: scheduled, in progress, completed. The status that matters most is the one between completed and invoiced, because that’s where money quietly leaks in a trade business. Done-but-not-billed is the gap a VA closes. As jobs finish, the VA captures the Billable Items, the labour, the materials, the call-out fee, checks them against what was actually done on the day, and gets the invoice ready. For your regular clients, batch invoicing pulls multiple jobs onto one clean end-of-month invoice instead of a dozen small ones the client then phones up to query.

The invoice doesn’t live in GeoOp alone. Your Billable Items push through to the connected accounting software, Xero, MYOB, QuickBooks or FreshBooks, and a copy of the invoice comes back to sit on the GeoOp Job record for reference. The VA keeps that sync clean: errors worked the day they show up rather than discovered at BAS time, contacts and items mapped so nothing duplicates, the two systems kept in agreement. If the VA also works the Xero or MYOB end properly, reconciling, coding, chasing, that’s the kind of bookkeeping that moves up a tier, and we’ll say so plainly when we scope it.

Before payroll, the timesheet chase. Field time entries get followed up before cut-off, gaps queried against the day’s schedule while the job is still fresh in someone’s head, and hours checked against the Staff Roles and Charge Rates you’ve configured, so the labour that lands on the invoice is the labour that actually happened. Then the outstanding-invoice pass: anything past terms followed up on a cadence you approve, with the job and the client’s history to hand so the chase is specific, not a generic nag.

There’s a quieter part of the job that matters just as much: keeping the data behind all of this clean. GeoOp is only as useful as the information in it, and in most businesses we pick up, the client list has duplicates, addresses are half-entered, and the same recurring client exists three times under slightly different names. A VA does the unglamorous data tidy-up that makes everything else work: deduping contacts, standardising how addresses and job descriptions go in, fixing the records that break the accounting sync, so when you pull up a client the history is actually there. It’s the work nobody schedules and everybody needs, and it compounds, because clean records this month are quick invoices next month.

None of this is glamorous. All of it is the reason you’re still at the bench at 9pm.

The honest bit

The biggest honest thing about GeoOp isn’t a feature, it’s the platform’s direction, and you already know it. The Access Group bought GeoOp and GeoNext in early 2025, GeoOp stopped accepting new sign-ups, and the company is steering existing customers towards Tradify, its sibling under the same owner. That doesn’t make GeoOp stop working tomorrow, and plenty of businesses will run on it comfortably for a good while yet. But it does mean a few things you should hold in view: the talent pool of VAs with live GeoOp hours is small and won’t grow, new third-party integrations aren’t coming, and a Tradify migration is somewhere on your horizon whether you’ve booked it or not. We plan around that honestly rather than pretending GeoOp is a platform with a long independent future.

The second honest thing is the limit every office VA hits, on any platform: a VA at a desk in Manila cannot fix field discipline. If a tech doesn’t update a job, doesn’t capture materials, or leaves time entries blank, the VA chases, queries against the schedule, and flags it to you, but the person on site is the one who has to enter it. The chasing recovers a huge amount. It is not a substitute for the crew using the app.

And GeoOp’s accounting sync, like any sync, is only as clean as what goes into it. A VA keeps it tidy and works the errors. It won’t invent a chart of accounts you haven’t set up or decide how a job should be coded. That’s a setup decision, and it stays yours.

One more, smaller than the others but worth saying out loud: GeoOp’s batch invoicing is a genuine time-saver for regular clients, but it only saves time if the Billable Items on each job are complete and correct before the batch runs. A VA chasing materials and labour onto jobs the day they finish is what makes the end-of-month batch a five-minute job instead of a reconstruction project. If the jobs are half-captured, batching just bundles the gaps. The fix is the daily habit, not the monthly button, and that’s exactly the cadence a VA brings.

What stays with you

The pricing decision never moves. The VA builds quotes at the rates you’ve set and on your templates, but what you charge, what markup you run, and whether a job is even worth taking are yours, every time. The same goes for the money calls on the other end: which overdue client gets a firm follow-up versus a gentle one, what gets discounted, what gets written off. The VA does the chasing and brings you the context; the decision is the owner’s.

Charge rates, Staff Roles and how your Workgroups and Permissions are structured stay with you too, because they’re how you’ve decided the business should run. The VA works inside that structure; it doesn’t redesign it. And anything that touches the relationship, a difficult client, a dispute over a job, a quote that needs a judgement call about scope, comes to you under a written escalation rule rather than getting handled in the dark.

What it costs and where to start

GeoOp admin work sits on the admin tier: $12-17 AUD an hour excl GST, typically 10-15 hours a week, which for most operators lands around $500-1,100 a month. That covers job setup, scheduling, quote assembly, Billable Items, batch invoicing, timesheet and invoice chasing. If the VA also works the Xero or MYOB end of your accounting properly, that’s bookkeeping at $25-35, and we’ll scope it separately so you’re never surprised.

Placement takes 7-10 business days, with 5-7 days supervised inside your GeoOp before any solo work, starting on job setup and invoicing and adding quoting once those run clean. The $500 deposit is refundable and credited to your first month, there’s a 30-day recalibrate-or-replace guarantee, and notice is 14 days with nothing locked in beyond that. We’ve made 87+ Australian placements since 2024, and Jenn takes every discovery call herself.

If you want the wider view, the trades page goes deeper on how this works across the field service platforms, the VA cost guide has the full pricing picture, and if a Tradify move is on your horizon, that’s worth raising on the call. Otherwise, book a discovery call with Jenn and we’ll talk through where GeoOp is eating your week.