AI vs. hiring office staff

For a small contractor, a full-time receptionist or office admin typically runs $30,000–$70,000 in base salary, plus about 25% for payroll taxes and benefits — so roughly $38,000–$88,000 a year all-in. Part-time help scales that down proportionally.

Usually, by a wide margin. Hero365’s Growth plan is $149/mo ($1,788/yr) and its AI staff answer calls 24/7, follow up on quotes, chase invoices, and dispatch. Against a $42,000 hire (about $52,500 all-in), that’s a large yearly difference — this calculator shows the gap for your own numbers.

Today’s practical wins are answering and booking calls 24/7, texting customers back, following up on estimates, chasing overdue invoices, and helping with scheduling and dispatch. It doesn’t replace judgment work like hiring or complex bookkeeping — think of it as covering the front-desk and follow-up load.

Many small contractors start with AI to cover calls and follow-ups they’re currently missing, then hire people once volume justifies it. The honest answer depends on your call volume and how much of the work is repetitive front-desk tasks versus judgment — use the calculator to compare the costs for your situation.