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Trade software scoping

Which parts of your trade software do you need?

We're scoping a job management system to replace your current one, connected to Xero.

Go through each module and mark Yes, No or Not sure. Anything you don't need stays out of your build and your price. Takes about 10 minutes.

  • Yes, we need it
  • No, leave it out
  • Not sure, let's discuss

Your business

So we know who we're scoping for.

Customers & sites

Who you work for and where.

0/4 · 0 yes
Customer database Companies and individuals, contacts, billing terms, notes.
Multiple sites per customer Separate site addresses, access notes and site contacts.
Service contracts & agreements Contract terms, pricing levels and SLA response times.
Customer portal Customers log in to see jobs, quotes, invoices and certificates.

Leads & quoting

From enquiry to accepted quote.

0/6 · 0 yes
Lead & enquiry tracking Capture enquiries, assign follow-ups, track win rate.
Quotes & estimates Build quotes from labour, materials and kits.
Pre-built kits & templates Reusable assemblies (e.g. 'standard switchboard upgrade').
Optional & tiered quote items Good / better / best options the customer can choose.
Online quote acceptance & e-signature Customer accepts and signs from an emailed link.
Convert quote to job in one step Accepted quote becomes a job with budgets carried over.

Jobs & projects

Running the work.

0/7 · 0 yes
Service jobs Quick reactive jobs: call-outs, repairs, small installs.
Project jobs with stages Larger jobs split into stages or cost centres.
Variations Record and price extra work on a running job.
Job costing: budget vs actual Live labour, materials and margin per job.
Work in progress (WIP) Unbilled labour and materials across open jobs.
Recurring jobs Automatically created jobs on a schedule.
Subcontractor management Assign work to subbies and track their costs.

Scheduling & dispatch

Getting the right tech to the right job.

0/5 · 0 yes
Drag-and-drop schedule board Day, week and per-tech views.
Dispatch to mobile Jobs land on the tech's phone with full details.
GPS / vehicle tracking See where techs are on a map.
Skills & licence matching Only offer jobs to techs with the right ticket.
Customer appointment texts & emails Booking confirmations and 'on my way' messages.

Field mobile app

What techs use on site.

0/8 · 0 yes
Mobile app (iOS & Android) Job details, history, site notes and directions.
Clock on / off to jobs Time captured against each job automatically.
Photos & attachments Before/after photos stored on the job.
Digital forms & checklists Safety checks, JSAs, site risk assessments.
Customer sign-off on site Customer signs for completed work.
Record materials used Pick stock from van or catalogue onto the job.
Invoice or take payment on site Raise the invoice before leaving the site.
Works offline Keeps working with no signal and syncs later.

Timesheets & labour

Hours, rates and pay.

0/4 · 0 yes
Timesheets & approvals Weekly timesheets approved by a manager.
Labour rates & overtime rules Normal, time-and-a-half, double time, call-out rates.
Non-billable time Travel, training, yard time, leave.
Send timesheets to Xero Payroll Xero Approved hours flow into Xero pay runs.

Materials, stock & purchasing

What you buy and where it sits.

0/7 · 0 yes
Materials catalogue Your parts list with cost and sell prices.
Supplier price file imports Load and update supplier price lists automatically.
Stock levels by location Warehouse, yard and each van tracked separately.
Purchase orders Raise POs against jobs and send to suppliers.
Receipt supplier bills against POs Match supplier invoices to POs and jobs.
Bill automation Supplier bills captured from email or photo, read automatically, and matched to POs and jobs for approval.
Stocktakes & transfers Count stock and move it between locations.

Customer assets & maintenance

Equipment you look after for customers.

0/4 · 0 yes
Customer asset register Equipment per site with serials and install dates.
Planned maintenance schedules Recurring service visits created automatically.
Testing & inspection records Test & tag, RCD, fire, backflow results per asset.
Service history per asset Every visit, fault and part replaced.

Plant, equipment & fleet

Your own vehicles, machinery and tools.

0/8 · 0 yes
Plant & equipment register Vehicles, machinery, and major tools with serials, purchase dates and current value.
Fleet management Vehicle assignment to techs, fuel cards, mileage, and running cost per van.
Chargeable plant on jobs Hourly or daily rates for plant used on a job, flowing through to the quote and invoice.
Plant allocation & booking Book plant to jobs and techs so it's not double-booked.
Hired-in plant Track hire from external companies and on-charge it to the job.
Servicing & compliance reminders Service intervals, WOF and registration, certifications, and inspections before they lapse.
Plant running costs vs revenue Fuel, repairs and depreciation against what each item earns on jobs.
Tool check-out & tracking Who has which tool, which van it's in, and what's gone missing.

Invoicing & payments

Getting paid.

0/6 · 0 yes
Invoice from job Invoice built from job time and materials.
Progress claims & deposits Stage invoices and deposit requests.
Retentions Hold and release retention amounts.
Credit notes Adjust or reverse invoices.
Online card payments Customers pay from a link on the invoice.
Overdue payment reminders Automatic reminder emails.

Xero integration

What flows between the system and Xero.

0/6 · 0 yes
Sync customers & suppliers Xero Contacts stay matched in both systems.
Send invoices to Xero Xero Invoices post to Xero with the right accounts and GST.
Send supplier bills to Xero Xero Receipted bills post to Xero as payables.
Bring payments back from Xero Xero Paid status shows on the job and invoice.
Xero tracking categories Xero Tag transactions by branch, division or job type.
Sync items & account codes Xero Materials and labour map to Xero items and accounts.

Finance & month-end

Keeping the job system and the accounts in step, every day not just at month-end.

0/7 · 0 yes
Live reconciliation with Xero Xero Jobs, invoices, bills and payments checked against Xero continuously, with differences flagged the day they appear.
Bank payment matching Xero Customer payments from the Xero bank feed matched to invoices and jobs automatically.
Automated month-end close Xero Unbilled work, WIP, accruals and outstanding supplier bills rolled up and posted without a manual checklist.
WIP & revenue recognition journals Xero Month-end WIP and revenue journals posted to Xero from job data.
Live debtors & creditors Xero Aged balances per customer and supplier shown on the job system, straight from Xero.
Cash flow forecast Forecast from quoted work, open jobs, invoices due and bills payable.
Monthly management pack Margin by job, customer and division, delivered automatically each month.

Reporting

Seeing how the business is doing.

0/5 · 0 yes
Job profitability reports Margin by job, customer and job type.
Technician productivity Billable vs non-billable hours per tech.
Sales & quote conversion Quotes sent, won and lost.
Live dashboards Key numbers on one screen for owners and managers.
Export to Excel Any list or report downloadable.

Compliance & documents

Paperwork you have to keep.

0/4 · 0 yes
Compliance certificates e.g. electrical CoC / ESC, gas certificates, generated from the job.
Health & safety records Incidents, hazards, toolbox talks.
Document storage Plans, manuals and files on jobs and customers.
Staff licence & ticket expiry tracking Reminders before licences lapse.

Setup & connections

How the system fits your business.

0/4 · 0 yes
User roles & permissions Control who sees pricing, costs and reports.
Multiple branches or companies Separate divisions under one login.
Move data across from your current system Customers, sites, assets, open jobs and history.
Open API for other software Connect other tools you already use.

Anything else?

0 of 85 answered