Hire Admin or Use Tradify? 2026 Comparison

When you’re running a busy trade business, the admin workload can pile up quickly. Whether you’re a builder, plumber, sparky, landscaper, or roofer, the question comes up sooner or later: Do you hire a full-time admin, or should you look for a smarter alternative like Tradify job management software? This guide breaks down the real pros, cons, and bottom-line impact so you can make the right call for your business, your team, and your sanity.

The Admin Challenge in UK Trade Businesses

Where Does Admin Time Go?

Quoting jobs on evenings and weekends, chasing invoices, retyping info, taking calls on site—most tradies know the drill. For UK trade businesses, admin often swallows up 10 or more hours each week, leading to burnout, mistakes, and unhappy customers who get forgotten.

Quoting and estimates for new work
Booking and rescheduling jobs (rain delays, client changes)
Chasing materials, paperwork, and compliance certificates
Creating and sending invoices
Tracking payments and handling VAT/CIS
Managing timesheets and job variations

The more your business grows, the more the pile multiplies. But admin staff come with their own costs and headaches.

Hiring an Admin: Costs, Risks, and Reality

Not Just Wages: The True Price

Hiring a full or part-time admin means more than just a monthly salary. You’ll need to factor in tax, NI contributions, holiday pay, workplace pension, space, and training—not to mention recruitment costs if things don’t work out. Expect to pay out thousands before you see a return.

Recruitment and onboarding costs
Wages plus NI, holiday, and sick pay
Office and IT costs
Risk of errors, absence, or unreliability
Security of your business data and cash flow

“You might think you’re saving time, but one new admin can quickly become two as the paperwork stacks up. You might even end up doing more checking and correcting than before.”

When Does an Admin Make Sense?

Typical Triggers for Hiring

Some scenarios do call for extra help. If your team is growing past ten staff, you’re processing lots of insurance claims, or you have a pipeline full of government/compliance work, manual admin systems simply can’t keep up. In these cases, a solid admin still needs strong systems to be effective.

Lots of manual compliance or customer paperwork (e.g. safety certs)
Large team (10+ field staff), complex payroll, or multi-site management
Regular requirements from big contractors or council clients

Why Tradies Delay Switching to Job Management Software

The Usual Excuses

Tradies are practical people and prefer to stick with what works. Some reasons for avoiding job management software include not wanting to “learn tech,” not having time to set it up, or thinking software is “for big firms only.” The reality? Modern tools like Tradify are made for sole traders up to larger teams, with support for every step.

“If you can check your texts and send an email, you can use Tradify. The real question is—how much are those old spreadsheets really costing you in time, misquotes, and unpaid invoices?”

What Tradify Actually Replaces… and What It Doesn’t

From Paper to Payment

Tradify isn’t “just another app.” It replaces quoting templates, paper diaries, text reminders, invoice generators, and even some of what an admin does—all from one platform. Here’s what Tradify streamlines, faster than any manual system or junior admin:

Quoting and automating follow-up reminders
Job scheduling with calendar integration (Google/Outlook)
Tracking materials and variations
Digital timesheets and compliance records
Automated invoicing, payments, and VAT tracking
Quick links to Xero, QuickBooks, or Sage for accounting

Some things—like customer coffee runs—are still up to you. But repetitive admin is what Tradify is built to beat.

Tradify vs Admin Hiring: Practical Job Scenarios

Real-World Examples

Let’s put this head-to-head, using scenarios UK trade businesses face every week:

Quoting a last-minute emergency: Traditional admin might be on lunch or off for the day. With Tradify, you send a branded quote on your phone, with your prices pulled in and a follow-up text sent automatically.
Job changes (rain, extra work): Instead of phoning the office, tradies update the job sheet in Tradify, all synced to your schedule. The invoice is updated instantly.
Chasing payment: Admin may spend hours calling, posting, or chasing late invoices. Tradify nags automatically by email/text and allows card payment links. Less “awkward” time for you and faster cash flow.
VAT and CIS: Manual admin risks spreadsheet errors costing you at the VAT return or deducting wrong CIS. Tradify keeps everything clear and ready for your accountant.

If you want to see how this stacks up job-by-job, check out Best Job Management Software for Tradies in 2026 for a side-by-side comparison.

Cost Breakdown: Tradify vs Admin Hiring

Subscription vs. Payroll

Every extra admin comes with ongoing fixed costs. Tradify is a simple monthly subscription (no long contracts, cancel any time) that includes updates, tech support, and unlimited customer jobs. No pension, no extra insurance, no surprise sick days.

Tradify plan: Flat per-user monthly cost (see website for latest UK rates)
Admin hire: Wage, NI, holidays, recruitment, payroll, training, and more
ROI: Many find even one extra won job per month covers the software

For detailed maths on your own numbers, the guide Tradify Cost vs Profit in 2026: How Many Extra Jobs Do You Need to Cover the Subscription? will help.

Keeping Your Team On Board When Switching Systems

Change That Won’t Annoy Your Staff

Some teams resist change, especially if they’re used to ringing the office or scribbling notes. But once staff see how much quicker it is to view jobs, clock in, and tick off paperwork on their phone, most never look back.

Run short, hands-on demos during tool-box talks
Keep devices and logins simple—don’t overload with features
Use Tradify’s free training to get staff up to speed
Reward early adopters—first to submit a timesheet wins lunch

For more strategies, see How to Get Your Team Using Tradify in 2026 Without Pushback.

The Compliance Edge: Audit Trails and Legal Protection

No More Lost Paperwork

Ever lost a job sheet or risk assessment when HMRC, your insurer, or the main contractor asks for it? Tradify logs every change, sends copies direct to clients, and keeps digital copies for VAT and CIS evidence. You’ll spend less time digging and more time billing.

“When you run a job through Tradify end-to-end, every signature, form, and photo is on file. No more panic at audit time—just click and print.”

From Chasing to Control: Faster Payment, Fewer Disputes

Get Paid First Time, Every Time

Delayed invoices, missing details, and disputes cost UK tradies thousands a year. Tradify’s workflow prevents missed hours and materials and makes it easy to show clients exactly what was done. Built-in payment reminders and one-click payments mean more cash in, less time wasted.

All invoices branded and tracked
Online payment links and card payments
Easy reconciling with Xero or QuickBooks
Automatic reminders—no more awkward phone calls

So, When Should You Hire Admin and When Should You Choose Tradify?

Decision Checklist for UK Tradies

If paperwork is basic, team is under 10, and you want to grow—Tradify wins hands down
If you’re stuck under a mountain of compliance, or have high-volume office work—use Tradify as your core system and supplement with admin as needed
If you’re paying for admin but double-handling jobs—Tradify can eliminate 70%+ of manual input
If cash flow, quoting speed, and visibility are your top problems—Tradify tackles these directly

Most businesses start by switching to Tradify and only add admin if absolutely needed for non-trade tasks (like HR or marketing). Modern admin want good systems, too—they’ll be twice as effective on Tradify than on paper.

Next Steps: Getting Started with Tradify

How to Switch in Less Than a Day

Kick off with a 14-day free trial—no credit card needed
Import your jobs, quotes, and customer details
Schedule a free one-to-one training session
Test all features hands-on
Add your team (unlimited support during setup)

90% of UK tradies say they save 10+ hours a week from month one, leaving more time for quoting, on-site work, and growing the business.

For a full overview, see What Is Tradify? The Complete 2026 Guide for Tradies Choosing Job-Management Software.

Frequently Asked Questions

How much admin time could Tradify actually save me each week?

Tradify typically saves UK tradespeople around 10 hours per week by automating quoting, scheduling, invoicing, and payment chasing. Most users report reclaiming time spent on paperwork, enabling them to spend more time on jobs and winning new work instead of being stuck in the office or at home sorting admin.

Is it worth hiring an admin for a small team, or should I use Tradify?

For teams under ten, Tradify is usually the more cost-effective and efficient choice. It covers quoting, job tracking, and invoicing without the overheads of a new salary, payroll admin, or training. Only hire admin for specialist tasks where a digital tool can’t handle the workload, or if you have complex compliance requirements.

Will Tradify help with VAT and CIS compliance?

Yes, Tradify helps UK trades manage VAT and CIS by tracking invoice totals, generating necessary reports, and syncing with popular accounting software. This greatly reduces the risk of manual entry errors and late submissions, helping you stay compliant at tax time with less headache.

Can I still use an admin alongside Tradify?

Absolutely—many growing firms use Tradify as their main system and task their admin with more specialist jobs or customer service. A good admin will work faster and more accurately using Tradify, especially for managing variations, compliance docs, and supplier communication.

How does Tradify handle job changes, like weather delays or customer variations?

Job changes are updated instantly in Tradify, with automatic notifications to team members and real-time schedule adjustments. This flexibility reduces confusion, lost paperwork, and communication breakdowns, especially with unpredictable UK weather and last-minute client alterations.

Does Tradify help with chasing late payments?

Yes. Tradify can send automated reminders by email or text when an invoice becomes overdue. It also allows you to offer online payment links, so customers can pay quickly. This means fewer awkward phone calls for you and a stronger cash flow for your business.

How easy is it to get my team using Tradify?

Getting your team on board is straightforward. Tradify offers one-to-one training and UK-based support. Many firms onboard staff during a site meeting, focusing on features they’ll use daily. Most tradespeople adapt in less than a day, especially when they see how much time it saves.

Do I need any special equipment or software to run Tradify?

No. Tradify runs on almost any computer, tablet, or smartphone (iOS or Android). All you need is an internet connection and a basic email address. You won’t need extra hardware or IT support beyond what you already have for day-to-day communication.

What happens to my existing quotes and job history if I switch to Tradify?

You can import your customer details, quotes, and existing jobs directly into Tradify. The software includes support and guidance for migrating your records, so you don’t lose important history when you make the switch. Everything’s in one place, securely backed up.

Do I need to commit long-term or sign a contract to use Tradify?

No long-term contract is required. Tradify is available on a simple month-to-month subscription. You can cancel anytime without penalty, making it a low-risk option for trades looking to modernise without heavy commitment or upfront costs.

Is Tradify right for every trade—builders, plumbers, sparkies, landscapers, roofers?

Yes, Tradify is designed to suit a wide range of UK trades, including builders, heating engineers, electricians, landscapers, and roofing firms. Its customisable workflows and job types make it relevant whether you’re working domestic, commercial, or sub-contract jobs around the UK.

When to Hire an Admin vs When to Implement Tradify in 2026