What if you could make one hire to take care of lead quality, scheduling and invoicing?
That’s Xena. Every call answered, every schedule kept, every invoice tracked — trusted by contractors to keep their business running smoothly from first lead to final payment.
3X Faster
Job scheduling &paperwork turnaround
12-20%
More revenue
100%
of calls answered,no lost leads
20-30%
in savings
testimonials
Our Team is Trusted By Top Brands
Here’s what they shared about their experience working with our team.
“They got us setup and onboarded in less than a month. We tried other solutions but none of them could deliver the same level of quality that Xena provided.
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“Xena’s virtual assistants became a seamless extension of our business. They managed quoting, dispatching, and client communications with professionalism — our response time improved by 40% and close rates jumped 25%.
“We used Xena for permit tracking, customer follow-ups, and accounts receivable. Their team understood HVAC seasonality and helped us scale support without hiring locally — we saved 30% in overhead costs and cut missed calls by 70%.”
“Xena took the chaos out of our back office. They handled invoicing, client updates, and vendor coordination so our on-site crew could stay focused. We cut admin time by 50% and invoicing is now sent out 3x faster.”
“As a general contractor, juggling subs, change orders, and payments is constant friction. Xena automated much of that work and provided reliable admin support — we reduced payment delays by 60% and finished projects 20% faster.”
services
Explore our service offerings
Focused on your unique needs, our team delivers solutions that blend deep industry knowledge and cutting-edge strategies to ensure lasting growth.
Never miss a call,never miss a job
Crafting Actionable Strategies to Achieve Your Goals Tailored Plans for Sustainable Growth and Long-Term Success.
Win more jobs without working longer hours
We handle scheduling, updates, and customer coordination so you can book more work without burning out.
Get Paid on Time, Every Time
Implementing Cutting-Edge Technology for Operational Efficiency Streamlining Processes and Driving Innovation.
Never miss a call,never miss a job
Crafting Actionable Strategies to Achieve Your Goals Tailored Plans for Sustainable Growth and Long-Term Success.
Win more jobs without working longer hours
We handle scheduling, updates, and customer coordination so you can book more work without burning out.
Get Paid on Time, Every Time
Invoices, signatures, and change orders are managed end-to-end so money comes in faster and cleaner.
The Xena Partnership
We’ve turned contractor support into a system, connecting skilled remote teams with home improvement businesses to create partnerships that fuel growth.
Dedicated Support Staff
Xena team members are trained in home improvement workflows — from calls to scheduling to invoicing — ensuring reliability and long-term consistency.
Smart Matching
We don’t just assign you anyone. We pair you with staff experienced in trades operations, so they’re ready to add value from day one.
Continuous Training & Oversight
Your team is upskilled regularly on customer handling, job documentation, and compliance, with ongoing coaching and quality checks.
Guided Onboarding
We walk you through setup — defining which tasks to delegate, standardizing your workflows, and showing you results faster.
Proven Playbooks
Our systems are built on proven contractor playbooks that save 30–40% on admin costs and help you win more jobs.
The Highest Standards
We accept and train only the top 1% of applicants, so your business gets elite talent that’s rigorously vetted, deeply skilled, and ready to perform at the highest level.
The Xena Partnership
We’ve turned contractor support into a system, connecting skilled remote teams with home improvement businesses to create partnerships that fuel growth.
01
Dedicated Support Staff
Xena team members are trained in home improvement workflows — from calls to scheduling to invoicing — ensuring reliability and long-term consistency.
02
Smart Matching
We don’t just assign you anyone. We pair you with staff experienced in trades operations, so they’re ready to add value from day one.
03
Continuous Training & Oversight
Your team is upskilled regularly on customer handling, job documentation, and compliance, with ongoing coaching and quality checks.
04
Guided Onboarding
We walk you through setup — defining which tasks to delegate, standardizing your workflows, and showing you results faster.
05
Proven Playbooks
Our systems are built on proven contractor playbooks that save 30–40% on admin costs and help you win more jobs.
06
The Highest Standards
We accept and train only the top 1% of applicants, so your business gets elite talent that’s rigorously vetted, deeply skilled, and ready to perform at the highest level.
Xena Assistant vs. Traditional Assistant
Hire a full-time, dedicated Xena Assistant.
XENA ASSISTANT
Dedicated Support, 40+ hrs/week
Trained staff working in your time zone, focused on keeping your business running smoothly.
Skilled in Trades Ops
From scheduling to invoicing, every team member is trained to handle the daily grind of home improvement workflows.
Proven Playbooks
We’ve built systems that cut costs by 30–40% and boost revenue for contractors across the U.S.
Ongoing Training & Oversight
Your team is continuously upskilled on customer service, job tracking, and compliance — with quality checks every step of the way.
Payroll, HR & Compliance Covered
We take care of salaries, benefits, and legal compliance so you can focus on winning and finishing jobs.
Trusted & Secure
We take care of salaries, benefits, and legal compliance so you can focus on winning and finishing jobs.
Traditional In-Person Assistant
Missed calls, lost customers
Expensive hourly rates with hidden overhead costs
Limited knowledge of trades-specific workflows
You still chase scheduling, invoicing, and updates
Little to no training or quality assurance
High turnover and constant rehiring headaches
Schedules that don’t fit
How It Works
Our process is built to take admin off your plate fast. While you focus on winning and running jobs, Xena sets up the systems and people that keep your business moving.
1. Fit Call
We learn about your trade, workflows, and goals to confirm Xena is the right partner for your business.
2. Guided Onboarding
We set up call handling, scheduling, and job-tracking processes so your team is ready to deliver from day one.
3. Discovery Session
Deep dive into your operations to identify bottlenecks, map workflows, and tailor Xena’s support to your exact needs.
4. Meet Your Team
Get matched with your dedicated Xena staff — fully trained, quality-checked, and ready to support your business.
Talk to Our Team
Ready to Transform Your Trades Business?
Join hundreds of trades businesses who’ve ended missed calls, scheduling headaches, and cash flow gaps with Xena.