Software
Job management software for small trade businesses: a buyer's checklist
In short: job management software for trades should replace the diary, the timesheet, the quote pad and the invoice book with one system your whole team uses on their phones. For a small business, the things that matter most are: it's quick to use on site, staff only see what they need, it shows which jobs make money, it gets you paid faster, and the price doesn't climb every time you hire someone.
What job management software does
At its simplest, it keeps track of who is doing what, where and when, and turns finished work into invoices. A good system covers the whole life of a job:
- Enquiry or quote: price the work and send a quote the customer can accept.
- Booking: put it in the diary and assign it to someone.
- On the job: the team sees the address, notes, photos and materials list on their phone, and logs their time.
- Invoice: turn the finished job into an invoice and get paid.
- Afterwards: see what the job cost against what you charged.
If you're running all this from a paper diary, WhatsApp groups and a spreadsheet, the cost isn't the software you're not paying for. It's the forgotten extras, unbilled hours and invoices that go out a fortnight late.
The checklist
For running the day
- Diary and scheduling with day, week and month views, and easy rebooking when a job moves
- Recurring work, such as annual boiler services or maintenance contracts, booked automatically
- A list of jobs waiting to be booked, so nothing gets lost between the phone call and the diary
- Booking confirmations sent to customers
For the team
- A phone app that works on site, ideally even with poor signal
- Staff see only their own jobs, and no prices, margins or customer contact details
- Subcontractor logins limited to their own work
- Timesheets with a simple start/stop timer, plus holiday and leave
- No charge per user, or at least a price that stays sensible as you grow
For the money
- Quotes built from saved prices, with optional extras, that customers can accept online
- Invoices made from finished jobs in a couple of taps
- Card payment links and automatic reminders for overdue invoices
- Job costing: labour and materials against the price, so you see each job's profit
- Accounting integration, for example with Xero, so nothing is typed in twice
For peace of mind
- A free trial long enough to run real jobs through it, without handing over a card
- No long contract
- You can export all your data at any time
- UK specifics: VAT, UK date formats, and support from people who know how UK trades work
- Security: each business's data kept separate, and staff access you control
Per-user pricing vs flat pricing
Many systems charge per user each month. That's fine for a sole trader, but it adds up as soon as you take on staff, and it can put you off giving apprentices or subcontractors a login at all.
| Team size | Per-user pricing at £15 a user a month | Flat pricing at £29.99 a month |
|---|---|---|
| 1 | £15 | £29.99 |
| 3 | £45 | £29.99 |
| 6 | £90 | £29.99 |
| 10 | £150 | £29.99 |
The per-user figure is only an example. Check what each provider actually charges, and whether key features sit in a more expensive tier.
Questions to ask before you sign up
- Can I try it with my real jobs, free, without a card?
- What will it cost with my whole team on it, and next year if I hire two more?
- Can my staff see prices? Can I stop them?
- Does it show me the profit on each job?
- Does it work with my accounting software?
- How do customers pay invoices, and does the money come straight to me?
- Can I get all my data out if I leave?
- How long will it take to set up, and who helps if I get stuck?
Common questions
What is the best job management software for a small trade business?
The best one is the one your team will actually use every day. For a small UK trade business, look for a phone app that's quick on site, staff logins that hide prices, quotes and invoices with card payments, job costing, accounting integration, and pricing that doesn't charge per user.
How much does job management software cost in the UK?
Prices vary widely. Some charge per user each month, and others charge a flat monthly fee for the whole business. Work out the cost with your whole team included, and check which features are in which tier.
Do I need job management software if I'm a sole trader?
Not necessarily, but it helps once you're juggling several jobs a week, sending quotes and chasing invoices. The biggest gains are faster quotes, invoicing the day the job finishes, and knowing which jobs actually make money.
Can staff use job management software on their phones?
Yes. Most modern systems run on phones, and staff see their jobs, addresses, notes and materials, and log their time on site. Check that you control what staff can see, especially prices.
Does job management software replace accounting software?
Usually not. Job management software runs the work: diary, quotes, jobs and invoices. Accounting software such as Xero handles bookkeeping, VAT returns and Making Tax Digital. The two should be connected so invoices and payments flow across.
Where TradeDay fits
TradeDay was built around this checklist for UK trade teams of one to about ten people. It costs £29.99 a month for the whole business, with every user and feature included, and comes with a 14-day free trial with no card needed. There's also a live demo business you can look around before you sign up.