How-to guides & help

Getting started

Creating your account

Sign up for your 30 day free trial in under a minute. No credit card needed. Full access to every feature from day one.

Setting up your business profile

Add your company name, logo, contact details and trading address. These appear on all invoices and communications.

Adding your first customer

Create a customer profile using the built-in UK postcode lookup. Full job history, invoices and notes stored against each customer.

Using on mobile

Total Tradesmen is a PWA. Open in your phone's browser, tap "Add to Home Screen", and use like a native app on iOS or Android.

Initial setup checklist

• Create your account and verify your email
• Add your company logo and business details
• Add your team members and set their roles
• Import or create your first customers
• Create your first job and assign an engineer
• Generate and send your first invoice
• Connect Xero (if applicable)

Job management

Creating a job

Create a new job with customer details (postcode auto-fills the address), job type, description, date and assigned engineer.

Updating job status

Move jobs through Pending, In Progress and Completed. Each change is timestamped and visible to the whole team.

Assigning engineers

Assign any job to one or more engineers with a single tap. Engineers receive an instant notification on their mobile.

Photos and documents

Attach photos, risk assessments, gas safety certs or any document directly to a job. Full paper trail, always accessible.

Job map view

View all live jobs on an interactive UK map. Tap any job to navigate directly or plan your day's routes.

Re-booking from history

Repeat jobs can be re-booked in one click from a customer's history, pre-filling all details automatically.

Invoicing & payments

Creating an invoice

Generate a fully branded invoice from any completed job. Add labour, parts, call-out charges and VAT. Ready in seconds.

Automated payment chasing

Email invoices directly to customers. Automated reminders chase overdue payments without you having to lift a finger.

Stripe payment links

Customers pay by card via a secure Stripe link in the invoice email, or you take payment on site using your phone.

Xero integration

Invoices, customers and payments sync automatically with Xero. No manual exports or double data entry required.

Supplier management

Adding supplier profiles

Store supplier names, contacts, account numbers, credit limits and head office info in one organised place.

Raising purchase orders

Create professional purchase orders with itemised lines, quantities and reference numbers against any supplier.

Purchase ledger

All purchase orders flow into a live ledger. See what's owed, overdue and paid across every supplier at a glance.

Recording payments

Record cash, BACS or card payments against supplier invoices to keep your ledger accurate at all times.

Team management

Adding team members

Add engineers, office staff and sub-contractors. Each person gets their own login with controlled access.

Roles and permissions

Multiple roles: Admin, Manager, Engineer and Read-Only. Each has appropriate access controls built in.

Timesheets

Staff hours linked to jobs automatically. Accurate payroll data and true job cost analysis.

Mobile access

Engineers see their assigned jobs, customer details and job notes on their mobile. No WhatsApp needed.

AI assistant

Job diagnosis

Enter a fault description and AI suggests the most likely cause, helping your team arrive prepared.

Time and parts estimates

AI estimates on how long a job should take and which parts are likely needed, before you leave the depot.

Professional notes rewriter

Paste rough field notes. AI rewrites them into polished, customer-facing language instantly.

Billing & plans

Choosing your plan

Solo Trader (£40/mo), Trade Team (£75/mo) or Enterprise. All plans include every core feature with no add-ons.

Cancellation

Cancel anytime with no penalties. You retain access until the end of your paid billing period.

Security & data

UK data storage

All data stored on Microsoft Azure UK servers. Your business data never leaves the United Kingdom.

GDPR compliance

Total Tradesmen is fully GDPR compliant. See our Privacy Policy for full details, and our Security page for infrastructure and encryption.

Can't find what you need?

Call 0800 118 2137 (Monday to Friday, 8am to 6pm) or email support@totaltradesmen.uk.