5 Tips To Reduce Admin Time As A Tradie

Having supported hundreds of tradies across Australia over the years, we know that the job isn’t just about getting your hands dirty on-site; it often involves hours of admin work, especially if you’re a one-person operation.

From quoting jobs, managing invoices and coordinating timetables, these tasks can eat into valuable time, leaving you unable to focus on what you do best.

Fortunately, with the right strategies and tools, you can streamline these admin activities while ensuring that your business continues running smoothly.

1. Embrace Accounting & Time Management Software

One of the best ways to reduce admin time is to use specialised apps and software. Xero is a great way to handle your financial data and can even be used to process your payrolls, and generate quotes and invoices.

Tradify is another piece of software specially designed for tradies to systemise job management. And if you’re looking to manage your employees, Deputy allows for tracking of staff timesheets, attendance and payroll all in one place.

Integrate Tradify and Deputy into Xero via an API for further automation, freeing up your time for more important things.

2. Automate Your Follow-Ups

Following up on quotes and invoices can be one of the most time-consuming aspects of admin work. You need to ensure clients approve quotes, follow up on unpaid invoices and sometimes even check back on completed jobs.

Set up automated emails and text messages to gently remind contacts about any outstanding paperwork. This not only saves time but helps provide more professional service, showing that you don’t forget about your clients.

3. Standardise Quotes and Contracts

Writing up quotes and contracts from scratch for each job can be tedious, especially once your business gets bigger and you’re handling multiple projects. We recommend creating standard templates for the different types of work that you frequently handle. These templates should include pre-filled information like your terms and conditions, pricing structures, and common tasks.

Storing these templates on cloud platforms or within your quoting software makes them easily accessible whenever you need them. This not only saves time but also ensures consistency across all documents, presenting a professional image of your business.

4. Allocate Time For Your Admin Work

Trying to switch between working on-site and handling administrative tasks can quickly lead to your workflow being disrupted and potentially missed deadlines. Instead, set aside specific times during the week to focus solely on your business admin tasks.

For example, you could set aside two hours each Friday afternoon to process invoices, send follow-ups, and plan for the upcoming week. By allocating a specific period to your admin work, you can be more focused, efficient, and productive.

This prevents the dreaded paperwork pile-up and allows you to dedicate your working week to your on-site duties.

5. Delegate Where Possible

If you still find that admin tasks are taking up more time than you’d like, consider delegating. One popular solution is hiring a virtual assistant (VA) for few hours a week to handle your emails, follow-ups, or invoice tracking.

Many of these assistants are skilled at using trade-focused software, so they can help keep your business running while you focus on getting on the road.

Alternatively. If your trade business is growing, hiring a dedicated person to handle admin may be a wise investment. While there is an upfront cost, the amount of time freed up can be used to focus on delivering more jobs and ultimately increase your income.

Streamlined Rental Vehicles For Your Next Job

By leveraging technology, automating key tasks, batching your admin work, and using digital payments, you can save hours each week. This means less time spent behind the desk and more time focusing on the job

At Tradiespec, we’re all about helping tradies make the most of their time. We offer reliable vehicles tailored to your needs with flexible contracts and an easy rental process. Get a free quote from our team today.

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