Top 7 Admin Tips for Tradesmen

For tradesmen, managing the admin side of the business can be difficult, time-consuming, and stressful.

That’s because you’re probably on the tools, juggling multiple projects and handling client interactions, as well as quoting and invoicing.

Especially if you’re a small trades business.

Let’s face it, for any plumbers or electricians out there who have worked a hard day, coming home to admin tasks can be the bane of your existence.

The paperwork, scheduling, and financial management can eat into your precious time that otherwise could be spent with family, socialising, or even on more work that would actually bring in further revenue to your business.

But fear not!

At Fergus, we are currently helping over 20,000 tradespeople claw back their time, and make their lives easier.

In this guide, we’ll share seven practical admin tips to help you spend less time on paperwork and more time doing the things you love.

So grab your digital toolbox, and let’s dive in!

1. Hire an Admin Assistant

Obviously, this one is budget-dependant.

But if your budget allows, consider hiring an admin assistant.

Yes, it’s an investment, but think about the hours you spend wrestling with invoices, quotes, and calendars.

Times that by your hourly rate, and suddenly, hiring someone to handle admin tasks becomes a no-brainer.

Even a few hours a week can make a significant difference.

2. Embrace the Digital Age

Say goodbye to filing cabinets and hello to a clutter-free, paperless business.

Here’s how:

• Email Everything: Send quotes, invoices, and receipts via email. It’s efficient, professional, and ensures nothing gets lost.
• Stay Organised: Use digital tools to keep track of appointments, deadlines, and team schedules.
• Cloud-Based Admin: Step into the 21st century and consider an easy-to-use platform that simplifies invoicing, job scheduling, quoting and more.

3. Master Call Handling and Follow-Ups

Don’t let things build up until you start to become overwhelmed.

Answer calls promptly and professionally. A missed call could mean a missed opportunity.

Remember, potential clients appreciate a timely response, so the same applies for web enquiries.

Don’t be afraid to follow up on a quote either, as 60% of customers say no four times before saying yes.

4. Quotes and Invoices

Your quotes and invoices represent your brand.

To make them shine, keep everything clear and detailed, breaking down costs, materials, and labour.

Create polished templates for quotes and invoices so they are ready to go at a moment’s notice, making everything simple.

Getting your quotes out quicker may just be the factor that gives you an edge over your competitors.

5. Accounts Payable and Receivable

To stay on top of your finances, and keep your accountant happy, the three main things you need to keep an eye on are;

• Accounts Payable: Document and pay money owed to suppliers or vendors.
• Accounts Receivable: Chase payments due to your business.
• Overdue Debtors: Politely follow up on outstanding invoices.

If you don’t have a digital tool already to help you do this, then set reminders for payments due and save templates ready to chase up invoices.

Keeping on top of your money owed will help improve your cash flow, and automating this process will save you time and stress.

6. Create Forecasts

The further you can plan ahead, the more weight will be lifted off your shoulders.

Ensure you create a monthly forecast that predicts cash flow and manage your outgoings accordingly.

Getting control over your cash flow will give you a clear indication of what profit margins you are truly earning on each job, and may help you make decisions such as whether to quote a higher price for certain jobs.

7. Regularly Back Up Data

Data loss can be catastrophic for any business.

Regularly back up your important files, documents, and client information.

Consider using cloud storage solutions or external hard drives to ensure your data is safe and accessible even in case of hardware failures.

Less Paperwork, More Trade

Admin doesn’t have to be a headache.

Using Fergus will help you easily implement these tips, and you’ll find yourself spending less time buried in paperwork and more time out on the tools.

Remember, time is money, and efficient admin practices lead to a healthier bottom line.

Ready to streamline your business?

Sign up for a 14-day free trial at Fergus and experience hassle-free admin management.

Your trade deserves it!