Get your nights back: do admin on the go

Business Admin Tools

How to use this mobile app for tradies to do your paperwork anytime, anywhere

The tradie life is full on – you’re on the tools all day, then playing catch-up on quotes, invoicing and timesheets at night.

It’s easy to dismiss that as just part of the job, but it doesn’t have to be. By getting your admin sorted on the go, you get your evenings and weekends back.

Sound good? The trick is to set yourself up with a job management tool – like Tradify – that goes everywhere with you. No more job info on scraps of paper, deciphering your own handwriting at midnight or writing out invoices by hand. Instead you can do everything you need on your Android or Apple device, anytime, anywhere. Using the mobile app is super easy, with direct access to your jobs, quotes and invoices from the dashboard.

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Nick Foley from NDF Electrical says that with Tradify, his team does most of the data entry on-site, even sending out invoices and ordering stock. “It’s easy for my guys to do it. I don’t have to hire other people just to enter data.”

Tradify is built for tradies, by tradies. Here’s how you can use it to get your admin sorted faster.

Log time and materials on the fly

Keeping track of time and materials can quickly become an admin nightmare – especially if you’re relying on memory. It takes time sifting through your calendar, notebook and timesheets to work out what you did that day – or week. And it’s easy to miss stuff altogether, as Eddy from Kendall Electrical discovered.

“Before, I’d go out to these little jobs without writing them down. Generally, I’d just have to remember it all when I got back to the office. I could have lost money from not including stock in invoices or from just forgetting to invoice the job altogether,” says Eddy.

In Tradify, pre-loaded supplier prices mean you can easily add materials to a quote or invoice. You and your staff can also easily track your time, which gets added automatically to the bill – no more chasing the guys up or having to key in their hours. 

That’s how Mick Oates of Freedom Electrical was doing it – he can’t believe the change that Tradify has made to his electrical business. 

“It’s been a relief to have a system where I can track jobs on the go and not have to worry about it later,” he says. 

Send out quotes and invoices immediately 

Instead of waiting until you get home to sort out all your quoting and invoicing, just do it from the car. 

If you’ve set up templates, it’s easy to put together a quote, make any tweaks then send it out. Building quotes from scratch is straightforward too – just add labour and materials from a drop-down menu. And if you do lots of the same work, you can create kits, which bundle all the materials and labour you’d need for different parts of a job – installing a downlight or replacing a tap, for example.

“That has saved me days and days of time. When a job comes up, I have those kits set up, so I don’t have to build quotes from scratch every time. All I need is a quantity, and I can do that quote in half an hour,” says Mick. 

Invoicing? If you’re not having to sift through supplier pricelists or timesheets, you ca

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n send invoices the second you finish the job. Just convert your original quote into an invoice or create a new one, then add time and materials – all info that’s on hand in the system.

“I can add in my materials and the hours as I go, so when I finish the job, I can close it in Tradify and invoice there and then,” says Eddy.

To tie it all up with a pretty bow, Tradify integrates seamlessly with Xero or MYOB, so you can easily reconcile everything. 

And not only does Tradify help you get your invoices out faster, it will also help you get them paid faster, with automatic payment reminders to late payers.

Schedule jobs as they come in

Unless you have someone back at the office to answer the phones, you’re probably fielding calls while you’re under houses or neck deep in toilets. Instead of scribbling the info on your hand, key it straight into Tradify, book it in and get back to the job. That means you’re not missing out on work or getting info wrong. If you have staff, you can assign someone to the job then and there too. You’ll thank yourself again the next morning when you can eat breakfast without your team calling you wondering where they need to be. 

Make notes as you go

Using the notes section in Tradify solves a bunch of paperwork headaches too. Instead of managing job folders with loose bits of paper you have to sort through, you can add pictures and notes as you go. You can also notify individual team members through the app if anything changes.

“I have mates who run their own trade businesses, and they want to know how I can run my own electrical business and still spend time with my family. They’re always asking me, ‘Why aren’t you doing this at night?’ Well, I don’t need to, I’m doing it all during the day,” says Nick Foley from NDF Electrical.

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Less admin, more trades 

We get it – you got into the trades business to, well, work in your trade. While admin is unavoidable, it doesn’t have to take up all your time or headspace. 

The trick is to get your admin done during the day. That means you eliminate double ups, do overs and mistakes – and get your evenings back. But, like everything else in trades, to do that, you need the right tool. From quote to invoice, with Tradify you can get paperwork sorted fast on any mobile device, while you’re on the job. So, no more desk time – dream result. 

Take Tradify for a test-run with a 14-day free trial. We guarantee you’ll not only start saving time and making more money, you’ll even make it to your kid’s rippa rugby practice on Thursday night or get out with the lads.