Trades and property services

Get the quote out quickly, invoice when the job is done, and get paid

Work is scarcer and costs are higher, so quotes that go out late, variations that never get invoiced and money that arrives late all hurt more. We build small tools around the way your firm already quotes, schedules and invoices in Xero. You check and approve everything.

1 · Where the money and the hours go

Late quotes, late invoices and extras that never get charged

You finish the job on Thursday and the invoice is typed up on Sunday night, because the quote, the calendar and Xero are three separate jobs. The head contractor pays on the 20th of the following month, if then, and the retention sits there while the supplier account and wages come due on time. A variation agreed on site over a text never makes it onto the invoice. The quote you wrote at nine at night went out two days after the visit, and the customer has already gone with someone else. With work scarcer and costs up, there is little room for any of it, and you often cannot tell which jobs made money until the accountant looks.

A trade businessTodayWith the software in place

Quotes and enquiriesQuotes written at night from memory and sent days later. Enquiries missed while you are on the tools. Open quotes go cold because nobody follows up.A draft quote built from your site notes, your rates and your supplier prices, which you check and send. A reply to new enquiries with a time held for a site visit. A reminder on quotes still open after a few days.

Invoicing and paymentInvoices typed into Xero at the weekend, days after the job. You find out who is late when the bank balance is short.A finished job becomes a draft invoice for you to approve, with variations from site notes attached. Payment matched in Xero, and a short overdue list.

Progress claims and retentionsClaim dates and retentions held sit in a spreadsheet, a diary or your head. Release dates get missed.Each job shows claims sent, retention held and release dates, with a reminder before they fall due. You decide what is sent. No legal advice on what you are owed.

Job margin and variationsHard to know until the end which jobs made money. Extra work agreed on site is not always charged.Quoted against actual hours and materials per job, with variations logged as they are agreed, so you can see drift while there is still time to act.

Job recordsSite photos, certificates, producer statements and sign-offs are scattered across phones and the ute.Photos, notes and certificates saved against each job so they are easy to find later. This helps with your records and does not make you compliant.

We cannot create demand, lower interest rates or speed up the council. We can make sure no quote goes out late, no finished job waits to be invoiced, and you can see which jobs made money. You check and approve everything.

Watch it happen Try it yourself

2 · Automate the process

Watch a trade job from booking to paid

Pick an electrician, a building company, a gardener or a cleaning service and watch one job go from the website booking to the payment matched in Xero, with a voice-over. Or have one written for your own trade. The businesses, people and prices are made up.

Booking: the customer fills in the form on the website.
Chat: the AI assistant asks the questions a good office person would ask.
Plan: the chat becomes a job sheet with tasks, materials and a time estimate.
Quote: priced from the price list, approved by the owner, then sent.
Schedule: booked into the first free time and confirmed by the customer.
Updates: texts go out as the work moves.
Paid: the payment is matched to the invoice in Xero.

Try it yourself

Live demos set up for your kind of business

Each demo opens on an example that fits this page. They are illustrations: a business version needs your own rules, information and agreed connections.

Quote builder

Enter a sample job for a plumber, electrician, builder or landscaper and review the draft line items. The demo uses illustrative pricing. A business version would need your price information and quoting rules.

Try the quote builder

Job scheduling

Arrange a plumbing firm's jobs for the day into a run sheet for each van.

Try the scheduler

After-hours enquiries

Ask a fictional plumbing business about a job, a price or a booking and see what the assistant collects.

Try it as a plumbing business

3 · Stand apart

Then add something the others do not have

Once the routine work runs by itself, the same records can do more for you and your customers. These are possibilities we can scope around your work.

Cash-in-view board

A weekly view built from your Xero data and job list: money owed by age, retentions held and release dates, work invoiced against finished. Gives a picture of the next few weeks of cash without a new accounting system. A scoped project, not a forecast.

Variation capture from site

A photo, voice note or text from site becomes a priced variation draft using your rates, sent to the customer for sign-off and carried onto the invoice. Aimed at extra work that otherwise goes unbilled. You approve each one.

Quote follow-up and job margin check

Reminds you of open quotes, and compares quoted against actual on completed jobs from your own records so future pricing uses real numbers. Start with one frequent job type.

Job record pack

Photos, notes, certificates, consent paperwork and sign-offs collected against each job and exportable as one pack for the customer, head contractor or your own files. Helps with records; compliance remains the licensed person's responsibility.

Getting started

A sensible first project

Choose one frequent type of job and improve the path from notes to a draft quote. Start with the rates and items you already use, and review the draft before it goes to a customer.

If that works well, the next step might be linking accepted quotes to your existing schedule or accounts.

Questions

Questions before you start

Do we need a new job-management system?

We first look at what your current tools already do. The project may be a small addition or connection rather than a replacement.

Who checks the quote?

Your business sets the prices and approves the quote. Drafting assistance does not replace checking the scope, materials or site conditions.

Can this work for a sole trader?

The starting point can be one task. We assess the likely benefit against the build and running costs before recommending custom software.

See all industries · See all live demos

Based in Nelson, working with businesses across Nelson Tasman and the top of the South. Meet the team