General
What does Heart Craft Media actually do?
We help contractors grow without chaos. Our three core services are:
- Offshore Staffing (grow your business without massive overhead)
- Operations Help (a 30-Day Ops Fix or department-by-department improvements)
- Financing Solutions for contractors
What other services can you provide?
Heart Craft Media can also provide:
- Recruiting
- Finance Help Desk
- AI integration
What types of businesses do you work with?
Residential & commercial contractors: roofers, plumbers, electricians, HVAC, landscapers, cleaners, home builders, windows/doors/siding, concrete/cement, waterproofing, water/fire mitigation, gutters, plus related trades.
We also support coaches, speakers, authors, and any type of small business.
Where do you source staff?
- Offshore Talent: Primarily the Philippines; we can also source from India.
- Nearshore Talent: Colombia.
- Local Talent: Job boards plus our sorting process to find the best local talent.
What do your services cost?
Each service is scoped to your needs. Staffing typically has a fixed monthly amount; the 30-Day Operations Fix is a one-time flat rate.
How does billing work?
- Initial investment is due once agreements are signed.
- Monthly invoices bill on the 1st; mid-month starts are prorated.
How do you report performance?
Each service has its own performance metrics and targets.
What is the difference between Staffing and Recruiting?
Staffing: We find, hire, train, and (if you choose) manage staff to ensure performance and ROI. No W-2s and lower overhead.
Recruiting: We search for experienced, qualified candidates and you take it from there. We attract the right person via our network and job boards; you run the final interview and hire them directly.
What AI integration do you do?
- Knowledge management
- Project management
- Scheduling
- Communication & collaboration
- Content writing
- Social media ads management
Financing
What financing services do you offer?
- Bank Partnership: If you don’t offer financing to customers, we’ll set you up so you can.
- Better finance perks: If you’re paying yearly fees or your current fees feel too high, we have options that can help.
- Finance Help Desk: No finance manager? We’ll get clients approved, handle paperwork end-to-end, and help ensure you get paid.
Who is eligible for financing help?
We work with residential & commercial contractors: roofers, plumbers, electricians, HVAC, landscapers, cleaners, home builders, windows/doors/siding, concrete/cement, waterproofing, water/fire mitigation, gutters, plus related trades.
What does “no cost to the contractor” mean?
With our primary bank partner there are no yearly or monthly fees to you. You can choose from the lender’s APR options. Some loan products also carry no dealer fee (i.e., no cost to the business). Final terms depend on the specific program.
What lenders do you work with?
We have a main bank partner and can also work with GreenSky or your preferred bank. Our team can serve as your back-office financing desk to keep applications and paperwork moving.
Do you handle all homeowner communication?
Yes. If you don’t have a finance manager, we’ll process and handle loans end-to-end: gather and submit STIPs, talk with homeowners, and ensure all completion forms are handled correctly. This is our Finance Help Desk service.
What is a STIP?
A STIP is a stipulation: the homeowner is conditionally approved, but the bank needs more information. If work is completed before STIPs are cleared, payment can be at risk. That’s why careful, step-by-step review is critical.
How do you handle STIPs?
After initial approval, we wait ~24 hours to see if the bank adds any STIPs. If so, we advise the contractor not to install until we collect the homeowner’s documents and the bank clears the file. Once cleared, we give the green light to install.
How fast do projects get funded?
Funding speed varies by lender and program. Our partner typically funds within ~24 hours after project completion. Our job is to remove friction, keep STIPs tight, follow up quickly, and push files to completion.
What about compliance and privacy?
We follow lender requirements and keep homeowner data secure. We’re happy to sign an NDA and work within your preferred secure channels.
Staffing
What roles do you staff?
VAs, customer service, cold callers/appointment setters, payment collections, invoicing/admin, sales support (estimates, follow-ups), and general back-office tasks.
How does your staffing work?
Two options:
- Our-Payroll: Agents work for us; we manage payroll, taxes, and day-to-day admin.
- Direct-Hire: We find and place talent who works directly for your company. You pay a flat finder’s fee.
Do you offer part-time placements?
Yes, part-time is available.
How fast can you staff someone?
Typically within 5–7 days.
What is a “rush” placement?
Rush placement (placing someone within ~24 hours) is available with a $500 rush fee. This covers expenses so the agent can immediately exit other work and move to your account.
What tools do you use for cold calling and reporting?
We run outreach through our system and CRM and provide weekly activity snapshots. We can dial your lists and integrate with your CRM or estimating tool as needed.
What access do your agents need?
Access depends on the role.
- Cold caller: Usually just a booking link connected to your calendar’s available time slots.
- Executive Assistant: Access you approve (e.g., Email, CRM, Phone System).
How much is staffing?
Pricing depends on role and scope. Billing is monthly on the 1st. There’s a $500 starter training fee per engagement so your agent(s) are ready for your workflows. Book an appointment for specific rates.
How does billing work for staffing?
- We bill on the 1st of each month.
- There’s a one-time $500 investment to train assigned team member(s) on your business and industry before they start.
- Need someone now (within 24 hours)? Add a $500 rush fee so the agent can immediately move to your account.
- Specific monthly pricing depends on role/scope (part-time available); book an appointment for exact numbers.
How do you rate performance for staffing?
Cold calling / appointment setting: weekly activity snapshots from our CRM, plus KPIs we align on (appointments set, show rate, estimates sent, follow-ups, invoices closed) with simple dashboards or weekly summaries.
Other roles: we gather your goals and set KPIs that ensure results.
Operations
What is the 30-Day Operations Fix?
A focused, done-for-you sprint: we audit your workflows, clean up the biggest bottlenecks, document critical SOPs, align roles, and get the right support in place (including VAs if needed).
Can you improve one department at a time?
Yes. If a full 30-day reset isn’t the move, we can tackle departments sequentially (e.g., lead intake → scheduling → estimates → invoicing/collections).
What deliverables should we expect?
Practical outcomes like documented SOPs, simplified handoffs, cleaned-up pipelines, basic KPI visibility, and light automations where they save real time.
What do you need from us?
A point person, access to your tools, permission to observe real jobs/calls, and quick feedback on draft SOPs so we can ship fast.
What does success look like?
Fewer dropped balls, faster responses, tighter schedules, cleaner estimates/invoices, and everyone knowing who does what, when—without you chasing.
How are operations priced?
It’s scope-based. We’ll define the exact deliverables and provide a quote on a quick call. If staffing is part of the fix, we’ll package it so you’re not double-paying.
