How Tradie Admin works
every feature explained

Tradies who invoice same-day get paid 2–3 weeks faster than those who do it on Sunday night. Same client, same job — the only difference is when the invoice lands in their inbox.

We pull job data from ServiceM8, Tradify, Fergus, or Simpro and send the invoice within 24 hours of the job closing. Payment link included. Most of them pay without being chased at all.

Every day you wait to invoice is a day you wait to get paid.

The average tradie has $15–20K stuck in 60+ day debtors. That's your money sitting in someone else's bank account because nobody made the awkward call.

Our system chases automatically:

• Day 1 overdue: Friendly SMS with payment link
• Day 7: Firmer email reminder
• Day 14: AI voice call — polite but firm, sends payment link after
• Day 21: Second AI voice call — firmer script
• Day 30: Final notice email
• Day 30+: Human escalation for disputes only

Most tradies recover $5–15K per quarter from this alone. Automation handles the awkward conversation so you don't have to.

Bank feeds reconciled weekly. Expenses categorised. Supplier invoices tracked. Your books are month-end-ready every single week — not once a year when the accountant sends a panic email.

No more $4K untangle bill at year-end. Clean handover to your accountant whenever they need it. You never have to open Xero yourself unless you want to.

How many quotes have you sent this month that you never followed up? Every one of those is a job you might've won. The customer was interested enough to ask for a price — then you forgot about them.

Automated follow-ups at day 3, 7, and 14 after every quote. "Hey, just checking in — did you get a chance to look at the quote?" Simple, not pushy, but consistent. One recovered quote per month pays for the entire admin service.

Every lead tracked from first contact to job won. New Lead → Contacted → Quote Sent → Won → Lost. You can see at a glance: how many new enquiries, how many quotes out, how many won, how many lost.

Without this, leads come in via phone, email, Facebook, website — and some fall through the cracks. The pipeline makes sure nothing gets missed and you know exactly where your business stands.

Once a month you get a one-page summary in plain English:

• Revenue this month vs last month
• Cash in the bank — healthy, tight, or watch out
• Who owes you what and what we're doing about it
• What's coming up — BAS due, big expenses, anything to flag

No accounting jargon. No spreadsheets. One page. You know exactly where you stand without opening Xero.

BAS (Australia) or GST returns (New Zealand) prepared from Xero, summarised in one paragraph of plain English, and lodged on time. Reminders sent 2 weeks before the due date so you're never caught out.

You get a simple summary: "You owe $X this quarter because Y." Not a spreadsheet. Not a tax return. One paragraph that tells you what's happening and what you owe.

Supplier invoices tracked, payments scheduled before due dates, nothing missed. Keeps your trade accounts in good standing so you don't get cut off by Plumbing World or Electrical Wholesale mid-job.

You don't need to track which suppliers are due when. We handle the scheduling and flag anything that needs your approval before payment.

Snap a photo of the receipt, send it via WhatsApp. We enter it into Xero, categorise it, done. No more glovebox full of crumpled receipts that you scramble to find at tax time.

Every expense captured properly means more deductions claimed and a cleaner picture of what your business actually costs to run.