Quoting and Invoicing is Manual
Quotes created in Word or Excel, emailed, then manually transferred to invoicing. No connection between the quote, the job and the invoice. Missed billable items. Slow payment cycles.
Industry
Trades & Services Software
for Perth, Melbourne, Sydney, Brisbane businesses.
End-to-end job management, field service apps, scheduling, quoting, invoicing, customer portals and accounting integration. Built for how trade and service businesses actually operate.
Custom software that helps you handle more jobs, get paid faster and give customers a professional experience. Perth-based, Australia-wide.
- AU-wide Perth-based · servicing Australia
- Offline Field Apps that work offline
- Fixed Price scopes, no surprises
- Xero+MYOB Accounting integration
The Trades Context
Trade businesses outgrow their tools, or never had the right ones
Most trade and service businesses start with a phone, a ute and a notebook. As they grow, they add spreadsheets for quoting, maybe Xero for accounting, and a shared calendar for scheduling. At 5–10 people, the cracks start showing. At 20+, the whole system breaks down.
The job lifecycle (enquiry, quote, schedule, dispatch, field work, completion, invoice, payment) touches multiple people and multiple systems. When those systems do not connect, data gets re-entered, jobs get missed, invoicing is delayed and customers chase for updates.
Off-the-shelf job management tools work for standard operations. But when you have complex quoting rules, multiple service divisions, commercial client portals, specific compliance requirements, or workflows that do not fit a generic template, custom software fills the gaps.
Challenges
Common problems in trades and service businesses
Operational pain points we solve with custom software and integrations.
Scheduling is a Headache
Jobs scheduled in someone's head, a whiteboard, or a shared calendar. No visibility of team capacity, travel time or job priority. Double bookings and missed appointments.
Field Teams Disconnected
Technicians and tradespeople in the field without access to job details, customer history, site information or documentation. Calling the office for every piece of information they need.
Job Data Scattered Everywhere
Job notes in text messages, photos in camera rolls, customer details in different spreadsheets, compliance documents in email attachments. No single place for everything related to a job.
No Visibility of Business Performance
How many jobs completed this month? Average job value? Quote conversion rate? Profitability by job type? Most businesses cannot answer these questions without hours of manual digging.
Accounting Not Connected
Job data and accounting in separate systems. Invoices created manually after the job instead of generated from job records. Reconciliation takes hours. Cashflow visibility is poor.
What We Build
Software solutions for trades and services
Job management, field apps, scheduling, quoting, invoicing and customer portals.
Job Management & Workflow Systems
End-to-end job management: from enquiry and quote through scheduling, dispatch, field work, completion, invoicing and follow-up. One system for the entire job lifecycle.
Custom workflows for how your business actually operates. Different job types, different workflow steps, different approval requirements. Not a generic template, but a system designed around your specific processes.
Every job has a complete history: quotes, communications, photos, documents, notes, time entries, materials and invoices all in one place. Nothing gets lost. Nothing lives in someone's head.
Field Service Mobile App
Mobile app for technicians and tradies in the field. View job details, customer info, site history, documentation and checklists. Update job status, capture photos, record time and materials, get digital signatures.
Offline-capable: works in areas with poor coverage (basements, remote sites, industrial facilities). Data syncs when connectivity returns.
GPS tracking for fleet visibility and job arrival confirmation. Turn-by-turn navigation to job sites. Barcode scanning for parts and inventory. All captured data flows back to the office system in real time.
Scheduling & Dispatch
Visual scheduling board showing all jobs, teams and timeframes. Drag-and-drop scheduling with travel time calculation, skill matching and workload balancing.
Customer notification: automated SMS and email when a technician is on the way, running late, or the job is complete. No more "when will they arrive?" phone calls.
Recurring job scheduling for maintenance contracts, service agreements and regular inspections. Jobs auto-scheduled based on service intervals with reminders for both you and the customer.
Quoting, Invoicing & Accounting
Create professional quotes in the field or office. Standard rate cards, optional line items, digital acceptance. Quote converts directly to a job with no re-entering data.
Invoice generated automatically from job records: time, materials, travel and any additional charges. Push directly to Xero or MYOB. Customer receives the invoice the same day the job is completed.
Real-time cashflow visibility. Outstanding quotes, jobs in progress, unbilled work and aged receivables. Integrates with your accounting system so financial data is always current.
Customer Portal & Booking
Online booking portal where customers request service, select a time, describe the issue and upload photos. Booking flows directly into your job management system.
Customer portal for existing clients: view job history, upcoming scheduled services, invoices, quotes and documents. Approve quotes digitally. Pay invoices online.
For commercial clients and property managers: multi-property management, maintenance request submission, job tracking across all properties, and consolidated reporting and invoicing.
Case Study
Field app that helped HVAC techs complete 25% more jobs per week
We built a mobile field app for HVAC technicians: job checklists, photo capture, compliance forms, time tracking and automatic Xero invoicing from the field.
Read the full case study 40% Faster job completion
100% Digital compliance
25% More jobs per week
Outcomes
What changes when the systems work properly
Invoice on completion, get paid faster
When the invoice is generated from the job record the moment the job is completed, and pushed to the customer and your accounting system instantly, payment cycles shorten dramatically.
No more weeks between job completion and invoicing. No more missed billable items. No more disputes about what was and was not included. The job record has photos, time logs and digital sign-off.
Many trades businesses improve average invoice-to-payment time by 2–3 weeks after connecting job management to invoicing and accounting.
Handle more jobs with the same team
Efficient scheduling means less dead time between jobs, fewer wasted trips and better utilisation of your team. Route optimisation alone can add one or two extra jobs per technician per week.
Automated customer notifications, digital paperwork and in-field invoicing remove admin bottlenecks that slow jobs down. Technicians spend more time working and less time on the phone or doing paperwork.
The admin team handles more volume because manual data entry, job re-scheduling and customer chase-up calls are eliminated or automated.
Real-time visibility of every job and dollar
Where is every job? What stage is it at? Who is working on what? How much unbilled work is in progress? Answers available instantly, not after someone compiles a spreadsheet.
Business performance metrics: quote conversion, average job value, profitability by job type, customer retention and team utilisation. All updated in real time from actual job data.
This visibility transforms decision-making. You know which job types are most profitable, which customers are worth the effort, and where your team's time actually goes.
Professional customer experience
Automated confirmations, on-the-way notifications, real-time job updates and same-day invoicing. Customers get a professional, reliable experience at every touchpoint.
Customer portal for self-service: booking, job tracking, document access and online payment. Commercial clients and property managers can manage everything without calling the office.
This professionalism wins work. In a market where many trades businesses still operate on phone calls and handshakes, a smooth digital experience becomes a competitive advantage.
Our Services
Relevant services for trades
The services we deliver for trade and service business clients.
Custom Software Development
Job management, quoting, scheduling and field service tools designed for how your trade business operates.
Mobile App Development
Field apps with offline sync, GPS, camera, barcode scanning and digital signatures for technicians.
API & System Integration
Connect job management with Xero, MYOB, Deputy, supplier systems and customer platforms.
Dashboard & Reporting
Business performance dashboards: jobs, revenue, profitability, team utilisation and customer metrics.
AI Solutions
AI-powered quoting, job costing predictions, document search and automated customer communications.
Legacy System Modernisation
Replace Access databases, spreadsheet-based job tracking and oldest systems with modern web and mobile tools.
Trades Software
Need software that works in the field and the office?
Tell us about the jobs, the team, the systems you use and the problems. We will scope a solution and quote fixed-price.
Use Cases
Typical solutions by workflow
Common trades workflows we build software around.
01
End-to-End Job Management
Enquiry to quote to job to invoice: one system, no re-entry. Custom workflows for your specific job types and processes.
02
Field Technician App
Job details, customer info, checklists, photo capture, time and materials, digital signatures. Works offline. Syncs automatically.
03
Quoting to Xero Invoicing
Create quotes, convert to jobs, generate invoices from job data, push to Xero automatically. Same-day invoicing on job completion.
04
Scheduling & Dispatch Board
Visual scheduling with drag-and-drop, capacity planning, automated customer notifications and route optimisation.
05
Customer Booking Portal
Online booking, quote requests, job tracking, invoice viewing and payment for residential and commercial customers.
06
Maintenance Contract Management
Recurring service scheduling, automated reminders, condition-based servicing and compliance tracking for contract customers.
Integrations
Systems we integrate with for trades
We connect job management with accounting, rostering, routing and payment systems.
Xero / MYOB
Automated invoicing, quote tracking, expense management and financial reporting. Job data flows directly to your accounting.
Deputy / Tanda
Roster and timesheet integration. Team availability for scheduling, timesheets to payroll, labour cost tracking.
Google Maps / Routing
Address validation, distance calculation, route optimisation and turn-by-turn navigation for field teams.
Email & SMS
Automated customer notifications: booking confirmations, on-the-way alerts, job completion and review requests.
Online Payments
Stripe or Square payment processing. Customers pay invoices online from email or portal. Payment status updates automatically.
Existing Databases
Migrate from Access databases, spreadsheets, legacy job management tools and disconnected operational systems.
Project Examples
Trades software we have built
Recent project examples from trade and service business clients (details anonymised).
We had jobs in spreadsheets, quotes in Word, invoicing in Xero and scheduling on a whiteboard. Nothing connected. We were losing money on missed billable items and spending hours on admin every day. HELLO PEOPLE built us a system that runs the whole job lifecycle. Quoting, scheduling, field app, invoicing: all in one place. Xero gets updated automatically.
Why Us
Why trades businesses choose HELLO PEOPLE
We understand trade operations and build software that technicians will actually use.
1. We Build for Trades Workflows
We have built job management, field apps and scheduling systems for electrical, HVAC, plumbing, fire protection and general maintenance businesses. We know how trade operations work.
2. Field-First Design
Every tool we build works in the field: mobile-first, offline-capable, big buttons, minimal typing, camera and GPS built in. If the technician will not use it, we have wasted your money.
3. Connected to Your Accounting
Xero and MYOB integration is standard. Quotes, invoices, expenses and payments flow between your job management system and accounting automatically. No double entry.
4. Fixed-Price, No Surprises
We scope it, quote it, and build it at the quoted price. You know exactly what it will cost before we start. No hourly billing that blows out. Delivered in stages so you see progress early.
5. Perth-Based, Trade-Experienced
We are in Perth. We understand the WA trades market: the regulatory environment, the labour challenges, the commercial and residential service models.
6. Ongoing Support
Monthly support plans covering bug fixes, system updates, integration maintenance and feature development. A developer who already knows your system.
FAQs
Common questions about trades software
Why not just use ServiceM8, Simpro or Tradify?
Off-the-shelf tools work well for straightforward trade businesses. But if you have complex quoting rules, custom workflows, multi-division operations, specific integration requirements, or commercial client portals that generic tools cannot handle, that is when custom software makes sense. We often build around these tools rather than replace them, adding what they cannot do.
Can you integrate with Xero or MYOB?
Yes. Xero and MYOB integration is one of our most common projects. Job data flows to invoices automatically. Quotes tracked in your accounting. Expenses, timesheets and payments reconciled without manual entry.
Can the field app work offline?
Yes. Every field app we build works offline. Job data, customer info, checklists and forms are available without signal. Data captured offline syncs when connectivity returns. Essential for industrial sites, basements and remote areas.
How do you scope and price trade software?
We provide a fixed-price quote after scoping. Focused tools (a field app with offline sync, a job management system with quoting and invoicing) sit at the lower end of project size. A full platform combining field app, scheduling, portal, dashboard and integrations is larger.
Can you build a customer portal for our commercial clients?
Yes. We build portals for property managers, strata managers and commercial clients. Maintenance request submission, job tracking, document access, quote approval and consolidated invoicing. This is a common requirement for trades businesses with recurring commercial clients.
How long does a trades software project take?
Field app: 8 to 12 weeks. Job management with invoicing: 10 to 14 weeks. Full platform: 4 to 7 months in stages. You get the most valuable piece first and start using it while we build the rest.
Can you replace our Access database or spreadsheet system?
Yes. Access replacement is one of our most common projects. We migrate the data, replicate the logic in a modern web and mobile application, and add features like mobile access, offline sync, automation and integrations.
Do you provide ongoing support?
Yes. Monthly support plans covering bug fixes, integration maintenance, system updates and feature development. Critical for trades: when the scheduling system goes down on Monday morning, you need it fixed fast.
Get Started
Talk to us about software for your trade business
What jobs do you do? What tools do you use? What takes too long? Tell us, and we will come back with a plan and fixed-price quote.
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Tell Us About Your Trade Business
What kind of jobs do you do? How many people in the team? What systems do you use? What problems do you want to fix? We will come back with a plan.
Prefer a quick chat? Call 0425 531 127. We answer the phone in Perth.
