Everything you need to know about TradeTrackHQ

Creating Your Account

1. 1

   Visit tradetrackhq.com/signup and choose your plan

2. 2

   Enter your payment details. No charge during the 14-day free trial

3. 3

   Fill in your business name, your name, email, and phone

4. 4

   Create your password. Your account is provisioned immediately

5. 5

   Check your inbox for a welcome email with your login link and quick-start guide

Logging In

Go to app.tradetrackhq.com and sign in with your email and password.

First Login Checklist

• Upload your logo: My Account → Branding (appears on all invoices and emails)
• Set your brand colour: My Account → Branding
• Add your business address: My Account → Business Info
• Create your first job: click the orange + New Job button

Creating a New Job

Click the orange + New Job button from any page.

Job Status Workflow

Jobs can also be marked Cancelled at any stage.

Searching & Filtering

Press ⌘K (Mac) or Ctrl+K (Windows) to open instant search. Search by customer name, address, postcode, phone, or job type.

Click Filters to narrow by Status, Job Type, Date range, and sort order.

Tags let you attach colour-coded labels to any job so you can spot priority work, filter by customer type, or group jobs for export.

Adding Tags to a Job

Open any job form and scroll to the Tags section (just below Job Type). Click a suggested tag to add it instantly, or type your own and press Add. Up to 20 tags per job.

Filtering by Tag

In the Jobs list, open Filters and tap any tag chip to show only matching jobs. Multiple tags use AND logic: a job must have all selected tags to appear.

For jobs that run across multiple days (a full rewire, a kitchen fit, a large commercial installation), tick Multi-day job on the job form instead of creating separate entries.

How to Create a Multi-Day Job

1. 1

   Create or edit a job as normal and set the Start Date

2. 2

   Tick Multi-day job. An End Date picker appears

3. 3

   Set the End Date. The duration in days is shown automatically

4. 4

   Set Daily working hours (e.g. 08:00 → 17:00). The live summary shows total hours

How it Appears in the Calendar

Click Calendar in the navigation to see a monthly overview.

• Use ◀ ▶ arrows to move between months
• Click any date to view jobs for that day
• Click + New Job from a day view to pre-fill the date
• Today's date is highlighted with an orange border

1. 1

   Create or find a job at Lead status

2. 2

   Click Send Quote

3. 3

   Review the quote preview. Your logo, business details, and price breakdown are automatically included

4. 4

   Click Send to email a professional PDF to the customer

Once work is agreed, change the job status to Scheduled and proceed as normal. When done, generate the invoice from the same job.

1. 1

   Find a Completed job

2. 2

   Click Send Invoice

3. 3

   Review the invoice. Your logo and all details are pre-filled

4. 4

   Confirm the customer's email address

5. 5

   Click Send Invoice. The customer receives a branded PDF immediately

What's Included Automatically

• Your logo, business name, address, phone, and email
• Customer name and address
• Job description and service date
• Subtotal, VAT (20%), and total
• Auto-generated invoice number and date
• 30-day payment terms

VAT Settings

Configure in My Account → VAT Settings: enter your VAT registration number, choose whether prices are entered inclusive or exclusive of VAT. VAT defaults to 20%.

Click Export CSV in the Jobs toolbar to open the export panel. Choose your filters and download a ready-to-share spreadsheet.

Export Filters

What's in the CSV

Each row is one job. Columns include:

• Date, Job ID, Customer Name, Address, Postcode
• Job Type, Tags, Description
• Price (excl. VAT), VAT amount, Price (incl. VAT)
• Parts Cost, Net Revenue, Status, Assigned To

A SUMMARY block at the bottom totals revenue, VAT, parts cost, and net revenue for the selected period.

Sharing with Your Accountant

The downloaded file opens in Excel, Google Sheets, or any spreadsheet app. The download link is valid for 15 minutes. If it expires, just run the export again.

The Inventory feature lets you track parts, materials, and supplies. You can add items manually or scan a supplier receipt and let AI extract everything automatically. Parts you use on a job are logged against it, so you always know your true material cost.

Scanning a Supplier Receipt

This is the fastest way to add stock. Tap Scan Receipt (the scanner icon in Inventory), pick a photo or take one with your camera, and AI reads every line item: part name, quantity, unit, and price.

1. Open Inventory from the main menu
2. Tap the Scan Receipt button (top right)
3. Choose a photo from your gallery or take a new one
4. Wait a moment while AI extracts all the line items
5. Review the list, toggle off anything you don't want to import
6. Tap Add Items to Inventory. Done

Adding Items Manually

Tap Add Item and fill in the form. The required fields are just Name and Quantity. Everything else (SKU, unit, cost price, sale price, reorder point) is optional but helps with costing and low-stock alerts.

Logging Parts Against a Job

When editing a job that's In Progress or Completed, a Parts & Materials section appears in the job form. Type a part name to search your inventory, tap to add it, and adjust the quantity.

• The running parts total appears below your selected items
• Parts are snapshotted to the job. Changing the inventory price later won't affect historical jobs
• When the job is invoiced, the parts list appears on the invoice automatically

Low-Stock Alerts

Any item where current quantity ≤ reorder point shows an amber "Low Stock" badge in the inventory list. Check the Inventory screen regularly before a busy week to see what needs restocking.

Adjusting Quantity

Use the + and − buttons on any item in the list to adjust stock directly. Useful after a delivery or when doing a quick stock count.

Automatic 24-Hour Appointment Reminder

When a job has a scheduled date and the customer has an email address, TradeTrackHQ automatically sends a reminder 24 hours before. No action needed. The email includes job details, your contact information, and a calendar invite (.ics) the customer can add to their calendar.

Manual Notifications

Open any job and click Send Notification to send a branded email with appointment details. Use this for:

• Instant booking confirmation (right after creating a job)
• Updating a customer after changing the date or time
• A second manual reminder if needed

SMS Notifications

On Professional and Enterprise plans, customers also receive an SMS reminder. Configure in My Account → Preferences → SMS. Your SMS quota resets on the 1st of each month.

Service Due Reminders

On any completed job, set a Next Service Date. TradeTrackHQ alerts you as that date approaches. Ideal for annual boiler services, gas safety checks, and maintenance contracts.

Your Daily Digest

Every morning at 8 AM (GMT) you receive a digest of all jobs scheduled for today: customer, time, address, and job type.

Notification Preferences

Go to My Account → Preferences to choose which notifications you receive and on which channels.

Click Analytics in the navigation.

Filter by: Last 7 Days, Last 30 Days, Last 90 Days, This Year, All Time.

My Account

Click your profile picture or initials (top right) to access My Account.

• Business Info: name, email, phone, address (shown on all invoices and emails)
• Branding: upload your logo and set your brand colour
• Password: change your password anytime
• Preferences: notification channels and quiet hours
• Billing: view invoices, change plan, update payment method

Job Types

Settings → Job Types: add custom service types specific to your trade, hide built-in types you don't offer.

Job Templates

Settings → Templates: save common job setups (description, price, notes) for one-tap creation. Select "Use Template" when creating a new job to instantly populate all fields.

VAT Settings

Settings → VAT: enter your VAT registration number, set whether prices are entered inclusive or exclusive of VAT. Defaults to 20%.

Recurring Jobs

Settings → Recurring: configure jobs that repeat on a schedule (weekly, monthly, annually). Ideal for maintenance contracts and service agreements.

Web App (PWA) — Available Now

No app install needed. The web version works as a home screen app on any phone:

1. 1

   Open app.tradetrackhq.com in Safari (iPhone) or Chrome (Android)

2. 2

   Tap Share → Add to Home Screen (iOS) or ⋮ → Add to Home Screen (Android)

3. 3

   Tap the icon on your home screen. It opens full-screen like a native app

On-Site Mobile Tips

• Tap a phone number to call a customer directly
• Tap an address to open navigation (Google Maps or Apple Maps)
• Use voice input for notes: tap the microphone on your keyboard
• Take photos directly from the job form using your camera

For Efficiency

• Use Job Templates for common services — reduces data entry to a few seconds
• Keyboard shortcuts: ⌘K / Ctrl+K for search, N for new job
• Update job status on site in real time — mark In Progress when you start, Completed when you finish
• Batch-schedule from the calendar at the start of each week
• Add the app to your phone's home screen for one-tap access on site

For Customer Service

• Send the confirmation immediately after booking — the customer gets a calendar invite automatically
• The 24-hour reminder is fully automatic — you don't need to do anything
• Invoice same day as completion — looks professional and dramatically speeds up payment
• Use consistent name spelling for repeat customers — their whole history will be searchable

For Business Growth

• Track every job, even small ones — they build your analytics baseline and annual revenue picture
• Check analytics monthly — spot slow months early and plan marketing or discounts ahead of time
• Set a Next Service Date on every completed job — proactive outreach retains customers year after year
• Always capture the customer's email address — it enables automated notifications and future reminders