How Total Tradesmen Works
From the first enquiry to a paid invoice and review request. One workflow for the office and the engineer, without constant phone chasing.
The Simple Flow
Every job follows the same path. Behind it, the dashboard and Action Centre keep the wider business organised.
- Job comes in
- Quick / Full Job
- Customer
- Schedule
- Engineer / Subbie
- On site
- Complete
- Invoice
- Payment
- Review
- Next job
Everything Total Tradesmen Can Do
Jump into any part of the workflow.
A Job Comes In
Capture the enquiry once, with the right customer and site details attached from the start.
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Quick Job or Full Job
Choose Quick Job for speed or Full Job when you need complete details before the visit.
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Customer & site
Create a new customer or select an existing one, pick the site address, and keep billing linked to the main account when needed.
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Account customers
Work can happen at multiple sites while invoicing still goes back to the main Account Customer.
Schedule & Allocate
Put the work on the diary, then get it onto the right person without ringing around.
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Diary & calendar
Choose date and time, view day, week or month, and filter jobs by status so the workload stays clear.
See scheduling guide -
Own engineer
Assign the job. The engineer gets a push notification and the job appears on their device automatically.
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Subcontractor cover
Send one job request to multiple subcontractors by text or email. When someone accepts, the office sees it straight away.
Trade Partners
Work On Site
Everything the engineer needs lives on the job — no digging through other apps.
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Open the job
See assigned work, customer details, address, notes, forms and the job description in one place.
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Navigate
Tap navigation and open Google Maps or Waze. Finish one job, then map straight to the next.
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Start job & timer
Press Start Job and the timer begins. Actual time on site is recorded and visible to the office.
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Contact the customer
Call, text or email from the job itself — no searching contacts elsewhere.
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Forms on the job
Create digital forms, upload company forms, attach them to jobs and complete them on phone or tablet.
AI Form Builder -
Diagnostics & Find Parts
Check possible causes, help videos, and local suppliers with stock and prices from the engineer’s location.
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Parts & photos
Record materials used and upload up to eight photos for before-and-after evidence the office can see too.
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Offline mode
Keep working with no signal. When connection returns, the job syncs and customer messages can go out.
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Receipt capture
Photograph fuel or materials receipts on the phone. They land under Receipt Capture on the dashboard.
Complete & Clear Down
Finish once in the field and the office has everything ready for the next step.
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Complete the job
Enter the final description, parts, photos and forms, then press Complete Job. Finish time and total job time are captured automatically.
Completing a job -
Office sees the update
Clear-down details, photos, forms, parts used and time spent are available without chasing the engineer.
Invoice, Pay & Review
Turn the finished job into money in, then ask for the review while the work is still fresh.
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Create the invoice
Build from the job and clear-down so you retype less. Invoice from site or leave it for the office.
Stripe Payments -
Send by text or email
Send the invoice straight from the job. The office can send or resend later if needed.
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Record payment
Mark the payment, update the paid invoice, and keep the money trail connected to the original job.
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Proof of payment & photos
Send a paid invoice or receipt, and email job photos for before-and-after proof of work.
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Ask for a review
Send a review link or QR code, or show the QR on screen while you are still with the customer.
Review Requests -
Next job
Open the next assigned job, navigate with Maps or Waze, and start the workflow again.
Office Control
While jobs move in the field, the office runs the business from one dashboard.
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Dashboard
See jobs clearly, open one beside the dashboard, and act without constantly changing screens.
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Action Centre
Outstanding invoices, jobs needing clear-down, quotes to chase, subcontractor acceptances and more — in one list.
Action Centre -
Job & payment status
Filter Pending, In Progress, On Hold, Completed and Cancelled. See invoices as Pending, Part Paid, Paid, Overdue and more.
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Quotes to jobs
Email quotes, let customers accept and pick a date, chase outstanding quotes, then convert accepted work into jobs.
Quote Approval -
Customers, suppliers & POs
Keep history, contacts, photos and forms together. Raise purchase orders and send them to suppliers.
Job Costs & POs -
Staff, timesheets & Xero
Manage engineers and workloads, build timesheets, and push invoices into Xero without retyping.
Timesheets -
Service reminders
After a service, set an annual reminder so you can rebook and turn past customers into recurring work.
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Archive & search
Archive finished jobs off the active dashboard, keep the full history, and filter the day back to what matters.
Behind Every Job
The tools that keep the business organised while the field workflow runs.
- Action Centre
- Dashboard
- Quotes
- Invoices
- Receipts
- Staff
- Suppliers
- Purchase Orders
- Account Customers
- Xero
- Service Reminders
Fits How Your Business Works
Same platform whether you run everything yourself or split field and office.
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Sole trader
Run virtually everything from your phone — jobs, invoices, payments and reviews in one place.
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Small team
Engineers manage their jobs while the office keeps control of the diary, clear-downs and chasing.
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Larger company
Engineers can stop at clear-down. The office takes over invoicing, payments, customer communication and admin.
No need for constant phone calls between the office and engineers. Everyone works from the same live job record.
Ready To Run Jobs This Way?
Start a 14 day free trial, or look through the full feature set first.