48-Hour Tradify Setup Guide 2026

Getting started with Tradify can feel like a big step, but with the right guidance, you can be up and running in just 48 hours—without wasting time or patience. This guide is designed for UK tradespeople who need simple, practical steps to set up Tradify for real-life jobs, invoicing, materials, and team management. Whether you’re handling quotes for new kitchen refurbs, tracking variations after a last-minute boiler swap, or making sure no job slips through the cracks in a busy week, this walkthrough is for you.

Day 1: Getting Set Up Fast

Sign Up and System Basics

Start by registering for a Tradify free trial. The cloud-based setup means you don’t need a fancy IT background—just an email and a mobile or desktop. The trial gets you full access, so you can see how Tradify fits your working day, whether you’re pricing up jobs on-site or invoicing from the van.

Key Checks Before You Dive In

Check your devices—Tradify works on iOS, Android, and any web browser.
Plan 10–20 minutes for the first login to get a feel for the dashboard and workflow.
Gather key business details—logo, insurance documents, existing price lists, and a few recent customer jobs you can use as test cases.

Setting Up Your Business Details

Put Your Brand Front and Centre

Upload your company logo for quoting and invoicing. Add VAT registration details if you’re above the threshold. For those in construction, set your CIS if it applies to your business. This helps avoid headaches later with compliance, customer confidence, and payment delays.

Insurance & Compliance

Tradify lets you store insurance certificates and compliance forms, making it easier to send documents to customers or main contractors. Good record-keeping also matters for warranty claims or paperwork checks down the line.

Adding Customers and Contacts

Importing or Inputting Customer Info

You can manually add customers, import spreadsheets, or sync contacts from other platforms. Start with your most active customers—those who are likely to need rapid quotes or invoicing next week. Don’t forget, you can pull in contact numbers, emails, and site addresses for easier comms and reminders.

Setting Up Price Lists and Materials

Inventory That Saves Time

If you refer to the same boilers, fuse boards, or paving slabs repeatedly, upload these as standard line items. Tradify’s price lists let you pre-set rates for stock, labour, and mark-up. This pays off during quoting and invoicing.

Add your top ten products or services right away.
Group items as job packs—for example, “Combi boiler swap” or “Garden fence install.”

For a detailed breakdown on saving admin hours each week, check out How Tradify Users Save 10+ Hours a Week in 2026.

Quoting: From Enquiry to Approval

Building Quotes in Minutes

Tradify’s quoting tools help you pull together costs and send a branded PDF in less time than a phone call. Use those pre-set materials, adjust for any site-specific factors, and add terms (like payment schedules, retention, or site risks) for extra clarity.

If you’re quoting a job with potential for variations—say, kitchen rewires—include a breakdown for those possible extras up front. This can help avoid disputes and keeps everything transparent from the start.

Quote Acceptance—No More Waiting

Your customer gets an email and can approve the quote online. You’ll be notified instantly, so there’s less time chasing replies. Tradify also allows you to automate reminders for quotes left in limbo.

Scheduling and Calendar Integration

Keep Jobs Moving and Avoid Double-Bookings

The drag-and-drop scheduler is built for tradies who manage multiple jobs, staff, and last-minute changes. Colour-coded, with real-time updates across your devices, you’ll know where everyone is supposed to be—even when jobs overrun or weather causes delays.

Switch between daily, weekly, and project views.
Sync with Google Calendar for a single source of truth on your phone or tablet.
Automated appointment reminders by text or email significantly reduce no-shows.

Want to see scheduling in action and avoid that Friday afternoon panic? Read How Tradify Helps Tradies Schedule Jobs Faster and Stop Double-Bookings in 2026.

Managing Jobs, Variations, and Notes

All Job Info in One Place

Every job gets a digital folder, collecting drawings, photos, site instructions, variations, and messages. This becomes vital when scope changes or you need to prove what’s been approved on-site. Mark up photos and add notes as you go. For team setups, this helps avoid overlaps and confusion on multi-day projects.

Keep your job notes current—when it rains and you can’t pour concrete, record it straight into Tradify. This protects you from delays out of your control and keeps the client updated.

Mobile Updates, Real Life

Tradify works just as well on a mobile as it does on the office PC. Update jobs, add timesheets, snap photos, or message customers while on-site. Less paperwork, more time for actual work.

Invoicing That Doesn’t Drag

Fast, Accurate Billing

With templates and job-to-invoice conversion, you’ll avoid retyping descriptions or prices. Tradify can automatically pull through hours from timesheets or materials from your price list. This means fewer admin errors and disputes down the line.

Chasing Payments

Set up automatic payment reminders and online payment links (via Stripe), so you don’t need to chase late payers manually. You can see at a glance who’s paid, who’s overdue, and send a nudge—without becoming the annoying debt collector.

Cash Flow and VAT Awareness

Bridging Payment Gaps

Tradify’s reporting tools help you track outstanding invoices, money received, and upcoming VAT periods. This gives you early warning if cash is tight and helps plan for the next CIS or VAT submission.

Staying Compliant

With job records, timesheets, and receipts all stored digitally, you‘ll spend less time collating info for your accountant at quarter-end or audit season. This is especially useful if you’re working with main contractors or public sector jobs where compliance is tightly monitored.

Getting Your Staff on Board Quickly

Introducing Tradify to Your Team

Add your team’s details and explain the basics—job check-ins, using the timer, and uploading site photos. For bigger teams, stagger the rollout over a few days to avoid confusion. Show how Tradify makes jobs easier to find and track, not harder to manage.

Assign permissions as needed (site staff, office admin, managers).
Use checklists to keep workflows consistent.
Run a quick training session or reference How to Get Your Team Using Tradify in 2026 Without Pushback.

Popular Tools & Extras for Tradies

Beyond Job Management

Take advantage of features like digital timesheets (to stop end-of-week guessing games), SMS reminders (to reduce no-shows), instant website creation for new leads, and digital forms for risk assessments or certificates. These extras save time and add credibility—both with customers and big contractors.

Dealing With Variations, Delays, and Unpaid Invoices

Handling Variations Without the Headache

When the original job spec changes—like finding rotten joists during a loft conversion—just record the variation in Tradify. Snap a photo, update the quote, and send it for client sign-off before carrying on. This means you’re covered for the extra costs and there’s a digital trail for disputes later.

Weather & Site Delays

Log hold-ups as soon as they happen, from heavy rain to missing materials. Tradify’s job timeline helps prove the reason for delays in a way everyone can see.

Chasing Unpaid Invoices with Less Stress

Automated reminders take care of the awkwardness. You’ll know who’s dragging their feet, and your communications stay professional and traceable.

Support and Training for UK Trades

Free Support Options

Tradify users in the UK get one-to-one training, walk-throughs, and phone support. If you’re stuck on a feature—like figuring out importing contacts or fine-tuning your templates—help is available quickly, not in weeks. Take advantage of demo sessions to upskill or get your office admin confident.

The First 7 Days: Key Tasks Checklist

Input business, tax, and insurance details.
Add most-used customers and suppliers.
Upload price lists for key jobs/materials.
Send a test quote and invoice to yourself.
Schedule mock jobs, assign them to real or test staff.
Process a variation or job update for practice.
Set up payment reminders.
Run a basic job and invoice report to see your workflow.

Ticking off these basics sets you up for success and lets you spot any gaps before Tradify becomes your daily driver.

Review and Continuous Improvement

After Your First Jobs in Tradify

Once you’ve completed a week’s worth of jobs, review which steps could be even quicker—maybe there’s a recurring template you can automate, or a new staff member who needs a login. Talk with your team about what’s working and what needs a tweak. The more you tailor Tradify, the more time and stress you save.

If you’re exploring Tradify for a specific industry, such as building and renovation, you might find Tradify for Builders and Renovation Companies in 2026 useful before setup.

Frequently Asked Questions

How long does it really take to get Tradify set up for my business?

If you follow this setup guide, you can have Tradify live within 48 hours—even quicker if you gather your logo, customer info, and price lists beforehand. You’ll be able to send your first quote or invoice on day one.

Can I use Tradify on my mobile and tablet?

Yes. Tradify works on iPhones, Android phones, iPads, and computers. Your updates sync instantly, so you can schedule jobs or send invoices from the van, site, or office. No need to be tied to a desk.

Will Tradify help cut down on no-shows and missed jobs?

Tradify’s automated reminders—by text or email—mean your customers are less likely to forget appointments. It also keeps your team aware of their next jobs, so double-bookings and missed site visits happen less often.

Does Tradify manage CIS and VAT for UK trade businesses?

Yes. You can set up your VAT details and apply CIS if it’s needed for your contracts. Tradify helps with the paperwork and reporting you’ll need for HMRC or main contractor compliance.

I’m not great with tech—will I need training?

You don’t need to be an IT expert. Tradify is designed for busy tradespeople. You’ll get full support, clear tutorials, and even free one-on-one training calls if you want a walkthrough for specific features in a UK trade context.

How does Tradify handle quick changes or job variations?

You can document variations on a job instantly—including photos, notes, and new costs. Send changes to the customer for sign-off before extra work goes ahead. This helps avoid disputes and keeps your cash flow on track.

What about materials and price lists—can I add my own?

Absolutely. Upload your own price lists or services—labour, materials, callout fees—and save them as templates. That way, quoting, invoicing, and purchase orders take minutes instead of hours.

Does Tradify link with accounting software?

Yes. Tradify integrates directly with popular accounting tools like Xero, QuickBooks, and Sage. Your invoices and payments can sync automatically—no need for double data entry or losing track of what’s been billed.

Is there a contract? What happens if I want to leave?

Tradify runs month-to-month—you’re not tied into any contract. Cancel anytime without penalty. Your data remains accessible so you can export job history for future use.

Can Tradify help me get paid faster?

Yes. Tradify offers online payment options, like Stripe, with a one-click link on your invoices. It also sends polite reminders to customers when payment is overdue, improving your cash flow and reducing awkward chasing calls.

Do I need to pay extra for support or training?

No. Support and training are included for all users in the UK. If you get stuck—whether it’s your first quote or staff adoption—they’re just a call or email away. You can book a demo or join group walkthroughs regularly.

Can I create and use digital forms or certificates?

Yes. Tradify lets you create, complete, and send digital safety forms, certificates, and checklists. You’ll be able to prove compliance and keep records organised, all within your account—especially useful for electrical safety, gas certificates, and risk assessments.