JobbTrakr Documentation

JobbTrakr is a job management platform designed specifically for trade contractors. This documentation provides a complete guide to using all features effectively.

Table of Contents

1. What is JobbTrakr?

JobbTrakr is a Progressive Web App (PWA) built for trade contractors who need to:

  • Create professional quotes quickly (especially from mobile devices)
  • Convert quotes to jobs and track progress
  • Generate invoices with proper tax calculations
  • Track payments and accounts receivable
  • Manage customer relationships and job history
  • Schedule work and avoid double-bookings
  • Track inventory and parts usage
  • Work offline without internet connection

Who Should Use JobbTrakr?

JobbTrakr is designed for:

  • Electricians - Track parts inventory, manage compliance certificates, quote complex electrical work
  • Plumbers - Handle emergency callouts, track pipe/fitting inventory, manage service contracts
  • HVAC Contractors - Schedule seasonal maintenance, track equipment servicing, manage recurring jobs
  • Landscapers - Create recurring lawn care schedules, optimize routes, track equipment usage
  • Carpenters - Quote detailed projects, track materials costs, log hours worked, attach progress photos
  • Other Trade Contractors - Any service-based contracting business needing job management

Technology Stack

JobbTrakr is built as a Progressive Web App using:

  • Frontend: React 18, TypeScript, Tailwind CSS
  • Backend: Supabase (PostgreSQL, Authentication, Storage)
  • State Management: TanStack Query + Zustand
  • Offline Support: Service Workers, IndexedDB caching

Because it's a PWA, JobbTrakr works on any device with a modern browser (iPhone, Android, Windows, Mac) without requiring app store downloads.

2. Core Features

Quote Management

  • Create quotes in under 2 minutes from mobile or desktop
  • Add labor line items with custom descriptions and hourly rates
  • Pull parts from inventory with automatic markup
  • Attach photos, notes, and terms & conditions
  • Send professional PDF quotes via email
  • Track quote status (sent, accepted, declined)

Job Tracking

  • Convert accepted quotes to jobs automatically
  • Assign jobs to team members
  • Track job status (scheduled, in progress, completed, invoiced)
  • Log time worked per job
  • Attach photos and documents to jobs
  • View complete job history per customer

Invoicing

  • Generate invoices from completed jobs
  • Apply taxes automatically (GST)
  • Display pricing in local currency with proper formatting
  • Track payment status (unpaid, part paid, paid)
  • Send invoice reminders automatically
  • Export invoices to PDF

Customer Management

  • Store customer contact details, addresses, and notes
  • View all quotes, jobs, and invoices per customer
  • Track customer credit limits and payment terms
  • Mark customers as active/inactive
  • Search and filter customer database

Inventory Management

  • Track parts, materials, and equipment
  • Set reorder points and receive low-stock alerts
  • Apply standard markup to inventory items
  • Track which jobs used which parts
  • Categorize inventory for easy searching
  • Import/export inventory via CSV

Scheduling

  • Visual calendar showing all scheduled jobs
  • Drag-and-drop job rescheduling
  • Conflict detection prevents double-bookings
  • Recurring job automation (weekly, monthly, etc.)
  • Sync to phone calendar (Google/Apple)
  • Mobile access to daily schedule offline

3. Getting Started

Sign Up

  1. Visit app.jobbtrakr.app/signup
  2. Enter your email and create a password
  3. Select your country (Australia or New Zealand)
  4. Enter your business name
  5. Click "Create Account"

No credit card required.

Complete Business Profile

After signing up, complete your business profile:

  1. Go to Settings → Business
  2. Add your business address
  3. Enter your business number (ABN or IRD Number)
  4. Set your tax rate
  5. Upload your business logo (appears on quotes/invoices)
  6. Add payment details (bank account for customer reference)
  7. Set default terms & conditions

Add Your First Customer

  1. Go to Customers
  2. Click "+ New Customer"
  3. Enter customer name, email, phone, address
  4. Save

Create Your First Quote

  1. Go to Quotes
  2. Click "+ New Quote"
  3. Select customer from dropdown
  4. Add line items:
    • Labor: Enter description, hours, rate
    • Parts: Select from inventory or add custom
  5. Review total (tax calculated automatically)
  6. Click "Send Quote"
  7. Enter customer email → Send

Customer receives a professional PDF quote via email.

4. Creating Quotes

Quote Workflow

The typical quote lifecycle:

  1. Draft - Quote created but not sent
  2. Sent - Quote emailed to customer
  3. Accepted - Customer verbally accepts (you mark as accepted)
  4. Converted to Job - Quote becomes a scheduled job

Labor Line Items

Add labor charges to quotes:

  • Description: What work you'll do (e.g., "Install 3-phase switchboard")
  • Hours: Estimated time to complete
  • Rate: Your hourly rate (pulls from labor categories)
  • Total: Calculated automatically (hours × rate)

Tip: Create labor categories in Settings (e.g., "Standard Labor $80/hr", "After Hours $120/hr") to speed up quoting.

Parts/Materials

Add parts from inventory or create custom items:

  • From Inventory: Click "Add Inventory Item" → select part → quantity auto-calculates with markup
  • Custom Item: Click "Add Custom Item" → enter description, quantity, unit price

Markup: Set default markup in Settings → Inventory (e.g., 30% markup on parts).

Attachments

Attach files to quotes:

  • Photos of site visit
  • Compliance certificates required
  • Product specifications

Customers receive attachments with quote PDF.

Terms & Conditions

Include standard T&Cs:

  • Set default T&Cs in Settings → Business
  • Auto-appended to all quotes
  • Edit per-quote if needed

Quote Templates

Save common quotes as templates:

  1. Create quote with standard items
  2. Click "Save as Template"
  3. Name template (e.g., "Standard Switchboard Upgrade")
  4. Reuse template: New Quote → "Load Template" → select

5. Managing Jobs

Convert Quote to Job

  1. Open accepted quote
  2. Click "Convert to Job"
  3. Set scheduled date/time
  4. Assign to team member (if applicable)
  5. Job appears in Schedule view

Job Statuses

  • Scheduled - Job booked but not started
  • In Progress - Currently working on job
  • Completed - Work finished, ready to invoice
  • Invoiced - Invoice sent to customer

Logging Time

Track hours worked:

  1. Open job
  2. Click "Log Time"
  3. Enter start time, end time, or total hours
  4. Add notes (what you worked on)
  5. Save

Time entries appear on invoice if billing hourly.

Adding Photos

Document job progress:

  • Before photos (condition before work)
  • In-progress photos (work quality, hidden issues)
  • After photos (completed work)

Mobile: Take photos directly from your phone camera. Auto-uploaded when back online.

Job Notes

Record important details:

  • Customer requests or special instructions
  • Issues encountered on site
  • Parts used (if not tracked in inventory)
  • Follow-up needed

6. Invoicing & Payments

Generate Invoice from Job

  1. Mark job as Completed
  2. Click "Create Invoice"
  3. Review invoice details:
    • Labor from quote (or time logged if hourly)
    • Parts used
    • Tax calculated automatically
  4. Add payment terms (e.g., "Due within 14 days")
  5. Click "Send Invoice"

Tax Calculation

JobbTrakr applies tax based on your country:

Country Tax Type Default Rate Display
Australia GST 10% Included in price
New Zealand GST 15% Included in price

Tax rates are customizable in Settings → Business.

Payment Tracking

Record payments:

  1. Open invoice
  2. Click "Record Payment"
  3. Enter amount paid, payment date, method (cash/check/bank transfer)
  4. Invoice status updates:
    • Paid - Full amount received
    • Part Paid - Partial payment received
    • Unpaid - No payment yet

Overdue Invoices

Track what's owed:

  • Dashboard shows total accounts receivable
  • Aged receivables report (30/60/90 days overdue)
  • Send automated reminders via email

Part Payments

Accept deposits and progress payments:

  1. Create invoice for full amount
  2. Record deposit payment (e.g., 50% upfront)
  3. Invoice shows balance owing
  4. Record final payment when job complete

7. Customer Management

Customer Database

Store all customer information:

  • Contact Details: Name, email, phone, mobile
  • Addresses: Multiple addresses per customer (home, business, etc.)
  • Credit Terms: Payment terms (e.g., Net 30), credit limit
  • Notes: Special instructions, preferences, access codes

Customer History

View complete relationship:

  • All quotes (accepted, declined, pending)
  • All jobs (scheduled, completed)
  • All invoices (paid, unpaid, overdue)
  • Total revenue from customer (lifetime value)

Active vs Inactive

Mark customers inactive:

  • Moved away / no longer need services
  • Bad payer / credit issues
  • Reduces clutter in customer dropdown
  • History preserved, just hidden from active lists

8. Inventory & Parts

Adding Inventory Items

  1. Go to Inventory
  2. Click "+ New Item"
  3. Enter:
    • Name: Part description
    • Code/SKU: Your part number
    • Category: Organize by type
    • Cost Price: What you pay
    • Sell Price: What you charge (or use markup %)
    • Stock Level: Current quantity
    • Reorder Point: Low stock alert threshold
  4. Save

Using Inventory in Quotes

When creating a quote:

  1. Click "Add Inventory Item"
  2. Search for part name or code
  3. Select part
  4. Enter quantity
  5. Price auto-fills with sell price
  6. When job completed, stock level decrements automatically

Low Stock Alerts

Get notified when inventory is low:

  • Dashboard widget shows items below reorder point
  • Receive email alerts (configure in Settings)
  • Prevents quoting jobs you can't fulfill

Inventory Categories

Organize inventory for faster finding:

Electrician examples:

  • Switches & Outlets
  • Wire & Cable
  • Breakers & Panels
  • Conduit & Fittings

Plumber examples:

  • Pipes & Fittings
  • Fixtures (taps, toilets)
  • Water Heaters
  • Drainage

9. Scheduling & Calendar

Calendar View

See all jobs at a glance:

  • Day View: Hourly breakdown of today's schedule
  • Week View: Jobs across the week
  • Month View: Big picture planning

Scheduling Jobs

  1. Drag job from unscheduled list onto calendar
  2. Or click date/time → select job → assign
  3. Set duration (estimated hours)
  4. Add notes (access details, parking, etc.)

Recurring Jobs

Automate repeat work:

  1. Create job as normal
  2. Click "Make Recurring"
  3. Set frequency:
    • Weekly (e.g., every Wednesday)
    • Fortnightly
    • Monthly (e.g., 1st of each month)
    • Quarterly
    • Annually
  4. Set end date or ongoing
  5. Jobs auto-created on schedule

Use cases:

  • Weekly lawn mowing routes
  • Monthly HVAC filter changes
  • Annual electrical compliance checks

Team Scheduling

If you have employees:

  • Assign jobs to specific team members
  • Filter calendar by worker
  • Workers see only their assigned jobs on mobile
  • Prevent double-booking same worker

Calendar Sync

Sync to phone calendar:

  1. Go to Settings → Integrations
  2. Connect Google Calendar or Apple Calendar
  3. JobbTrakr jobs appear in your phone calendar
  4. Updates sync automatically

10. Reports & Analytics

Dashboard Overview

Key metrics at a glance:

  • Revenue: Total invoiced this month/year
  • Outstanding: Unpaid invoices total
  • Jobs This Week: Scheduled work count
  • Quote Win Rate: Accepted vs total quotes
  • Low Stock Items: Parts needing reorder

Financial Reports

Profit & Loss:

  • Revenue (invoiced amounts)
  • Cost of Goods Sold (parts at cost price)
  • Gross Profit
  • Filter by date range

Aged Receivables:

  • Who owes you money
  • How overdue (0-30, 30-60, 60-90, 90+ days)
  • Priority collection list

Tax Summary:

  • Total GST collected
  • Total GST paid on expenses
  • Net tax owed to government
  • Export for BAS/GST return filing

Job Reports

Jobs by Status:

  • How many scheduled, in progress, completed
  • Identify bottlenecks

Jobs by Customer:

  • Who your best customers are
  • Repeat business rate

Time Tracking:

  • Hours logged per job
  • Estimated vs actual time comparison
  • Identify under-estimated jobs

Quote Performance

  • Quote win/loss rate
  • Average quote value
  • Time from quote to conversion
  • Identify what quote amounts win most

11. Business Settings

Business Profile

Settings → Business:

  • Business Name: Appears on quotes/invoices
  • Address: Your business location
  • Contact: Phone, email, website
  • Logo: Upload image (appears on documents)
  • Business Number: ABN, IRD Number

Tax Settings

  • Country: Sets currency and tax type
  • Tax Rate: GST percentage
  • Tax Number: For invoices
  • Tax Display: Included vs added to subtotal

Labor Rates

Create rate categories:

  • Standard Labor - $80/hr
  • After Hours - $120/hr
  • Emergency Callout - $150/hr
  • Apprentice Rate - $50/hr

Select category when adding labor to quotes.

Default Terms

Set standard terms & conditions:

  • Payment terms (e.g., "50% deposit, balance on completion")
  • Warranty information
  • Cancellation policy
  • Dispute resolution

Auto-appended to all quotes and invoices.

Team Members

Add employees/subcontractors:

  1. Settings → Team
  2. Click "Add Member"
  3. Enter name, email, role:
    • Owner: Full access to everything
    • Manager: Can create quotes, jobs, invoices
    • Worker: Can view assigned jobs only
  4. Send invitation email
  5. They create account and join your business

12. Mobile Usage

Installing as App

iPhone (Safari):

  1. Visit app.jobbtrakr.app
  2. Tap Share button (box with arrow)
  3. Scroll down → "Add to Home Screen"
  4. Tap "Add"
  5. JobbTrakr icon appears on home screen

Android (Chrome):

  1. Visit app.jobbtrakr.app
  2. Tap menu (three dots)
  3. "Add to Home screen"
  4. Tap "Add"

Mobile-Optimized Features

Quick Quote Creation:

  • Simplified mobile interface
  • Voice-to-text for descriptions
  • Camera integration for photos
  • Send quote in under 2 minutes

Today's Schedule:

  • See today's jobs at a glance
  • Tap job for customer address (opens maps)
  • Call customer with one tap
  • Mark job complete from phone

Photo Documentation:

  • Take photos directly in app
  • Auto-attached to job
  • Upload when back online

Offline Mode

What works without internet:

  • View today's schedule
  • Create quotes (saves as draft)
  • View customer list
  • Take photos for jobs
  • Log time worked
  • Mark jobs complete

What requires internet:

  • Sending quotes/invoices via email
  • Uploading photos to cloud
  • Creating new customers (requires sync)

Everything syncs automatically when connection restored.

13. Supported Countries

Australia

  • Currency: AUD ($)
  • Tax: GST 10%
  • Business Number: ABN (Australian Business Number)
  • Terminology: Tradie, sparky, van, GST

New Zealand

  • Currency: NZD ($)
  • Tax: GST 15%
  • Business Number: IRD Number
  • Terminology: Tradie, ute, GST

Need More Help?

This documentation covers the core features of JobbTrakr. For additional support:

Try JobbTrakr free: app.jobbtrakr.app/signup