The first time you log on to Tradify you are presented with a short set up wizard that takes you through the basic steps to create a company file for your business.
Using the Set Up Wizard ensures a lot of the work is done for you automatically. For example, your company logo, contact details, payment methods, customers, suppliers and item codes are automatically copied from the Accounting System when you link Tradify to it using the Set Up Wizard. If you don't link your Accounting System at this stage, entering this information is a little more manual.
If you have bypassed the Set Up Wizard, click here to go through the set up options manually.
Set Up Wizard
1 - Click on the "Next" button.
2 - Select the Accounting System you wish to link to. And then click "Next".
You can Skip Accounting System link process at this point if you wish, however, please note that the process of getting your existing information into Tradify becomes a little more manual if you do.
For the purpose of this example we will demonstrate linking with Xero. Please refer to other links provided below to see how to link with other Accounting Systems.
3 - You will then be presented with a login screen to authorise the link between the two systems. Click on "Login to Xero" button.
Enter your login details to log into your Xero company file.
4 - Select the company/organisation file you want to link to
5 - Then click "Authorise"
You will be returned to Tradify and presented with the Xero integration options.
6 - Select the individual account postings
7 - Then select the integration options that suit your requirements most by placing a tick in the relevant check boxes. For more information on the account selections and integration options for Xero, click here.
8 - Click "Next" to move to the following set up menu item - "Region Settings". Tradify will also import all the Customers, Suppliers, Items, Payment Methods and Company details (including a logo file if stored on Xero Branding Themes) from Xero automatically.
9 - Confirm the "Region Settings" by selecting a relevant "Currency" to use in your Tradify Company file.
10 - Select the "System Time Zone" you are in to set the correct current time according to your location. This selection also loads the Maps Address Database relevant to your location.
11 - Click "Next" to move to the following set up menu item - "Company Settings".
12 - If you have created the link with your Accounting System under the 2nd set up menu, then simply confirm the "Company Name", "ABN/GST Number" and "Contact Details" that have been imported. You are able to alter these if needed. If you haven't yet linked with your Accounting System then this information will need to be manually entered.
13 - The "Company Logo" image file will also be imported from your Accounting System, however, if this needs to be changed, click the "Choose Logo" button and point Tradify to the Logo file you wish to upload. Please Note: The Logo file must be a .jpg or .png file type and the Logo size must not exceed 680 pixels wide by 120 pixels high. If the file is larger than this, the image quality will be affected as Tradify will attempt to resize the file to fit.
14 - Select the "Alignment" position of the Logo on Documents. The options are Left, Centre or Right aligned on the document headers.
15 - Click "Next" to move to the following set up menu item - "Default Tax Rate"
16 - Tradify applies the default tax rate settings applicable to your location. You are able to change these to whatever is required for your business by entering a Display Name for the default Tax Rate and the percentage that applies. If you need additional Tax Rates, these can be created under Settings > Tax Rates after you have completed the Set Up Wizard.
17 - Click "Next" to move to the following set up menu item - "Default Billing Rate"
18 - Tradify uses Billing Rates to cost and charge out the labour component of a Job. As part of the set up Tradify creates a Default Billing Rate to begin with. Simply confirm the "Display Name" you wish to use for the Billing Rate and then enter the "Hourly Cost" and the "Hourly Rate" to charged out to customers that will apply to this Default Billing Rate.
You can set up additional Billing Rates as required under Settings > Pricing Levels & Billing Rates. These can either be defined per Staff Member, Skill Level or Work Type. A default Rate can be set against each Staff Member, but a different Billing Rate can be selected at the point of entering time on a Job. For more information on setting up Pricing Levels and Billing Rates, click here.
19 - Click "Next" to move to the following set up menu item -"Default Markup"
20 - Tradify offers the option of automatically calculating the Selling Price of commonly used Items, (called Price List Items) based on a Mark Up percentage applied to the Item's Buy Price. Specify a Default Markup percentage to use on this screen.
Additional Markup percentages can be set up as Pricing Levels under Settings > Pricing Levels & Billing Rates. Pricing Levels can be used to define different Labour Charge Out Rates and Price List Item Selling Prices per customer. For more information on how to do this, click here.
21 - Click "Next" to Complete the Set Up Wizard
22 - Click "Finish" to confirm all the settings and to Complete the Set Up Wizard. You can click "Back" to go back to any of the above menu items to make any changes if required.
All of the settings that have been configured using the Set Up Wizard can be viewed, edited and changed under the main Settings menu.
Essentially, once you have completed the steps using the Set Up Wizard, Tradify is ready for you to trial. To help you with the trialling process, the following links will guide you through a few simple steps to evaluate Tradify and in the process you will get to know how to use Tradify to manage your Jobs.
- Install the Tradify app on your mobile device
- Enter a new Job & schedule an appointment for the work to be done
- Purchase the parts needed and add them to the Job
- Record time and other materials used on the job using the Mobile app
- Obtain sign off
- Invoice the Customer, sending it to your Accounting System
- Mark the Job as complete
To find out more about how to configure Tradify to suit your specific needs, please click here for other configuration options to consider.