Trades & Construction
A trade business runs on small, repeating pieces of admin — typing up the quote on Sunday night, sending the day-before reminder so the customer is actually in, working out what each subcontractor was owed last month, remembering whose boiler is due its annual service. These workflows take the repeatable bits off the bench so the day stays on the tools.
Use Cases
| Use Case | Description |
|---|---|
| Quote Draft from Site Survey Notes | Turn typed site survey notes into a structured quote draft with line items and a price range pulled from our rate sheet |
| Job Booking Confirmation Cadence | When a job is booked, send a confirmation, a day-before reminder, an arrival-window message on the day, and a short post-job follow-up |
| CIS Monthly Subcontractor Statements | Pull last month's subcontractor payments from Xero, draft a CIS deduction statement for each subbie, and a summary for the HMRC return |
| Annual Service Reminder Runner | Each week, check which service-contract customers are due in the next 30 days and draft a personalised reminder with two booking slots |
| Materials Order from Weekly Jobs | Every Tuesday afternoon, turn next week's job sheet into a per-supplier materials order list, accounting for van stock and standing deliveries |
| Variation Order Tracker for Live Jobs | When the customer asks for extra work mid-job, log a variation, draft a sign-off email, and update the running job total before anyone forgets what was agreed |
| End-of-Day Site Diary from Foreman Notes | Turn the foreman's end-of-day note into a tidy diary entry, append it to the job's running diary, and escalate any blocking issue to the site-issues channel |
| Compliance Certificate Dispatch | When we complete a gas safety, EICR, or PAT job, dispatch the certificate to the customer, landlord, and letting agent, log it, and set a reminder for next year |
| New Enquiry First-Response Triage | When a new enquiry arrives by website form or email, qualify it, draft a first response within minutes, and route it to the right diary slot |
| Snagging Walk-Around to Punch List | Turn the snagging walk-around notes and photos into a structured punch list, assign each item to the right trade, and track to sign-off |
| Post-Job Invoice from Job Sheet | When we mark a job complete in the jobs sheet, build the Xero invoice from the hours, materials, and variation log, and put it in front of us to review |
| Weekly Timesheet to Payroll Summary | Each Monday morning, gather last week's hours from daily entries, reconcile against the rota and open jobs, and produce a payroll summary for review |
| Post-Job Review Request and Photo Handover | Two days after a job is signed off, send the customer a tidy photo handover with care notes and a friendly review request, and track the response |