Tradesman Documentation
Job notifications and PDF invoicing for plumbers, electricians, contractors, and independent tradespeople. This guide covers every feature in the tradesman product.
Getting started
Setup takes about 10 minutes:
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1
Create your account
Go to /register, sign up, and select Tradesman as your product type. Your 14-day trial starts immediately.
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2
Add your payment link & contact phone
Go to Settings and add your payment URL and phone. These are inserted in job notifications and invoices automatically.
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3
Add a client
Go to Tenants (the client list in the tradesman product) and add your first client with their name, email, and phone number.
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4
Add a job
Go to Jobs and click Add job. Fill in the client, job type, address, scheduled date and time, and estimated cost. A confirmation message is sent to the client automatically.
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5
Send an invoice after the job
Go to Invoices, create a new invoice, add your line items, and send it directly to the client by email as a PDF. No separate invoicing tool needed.
Jobs
The Jobs view lists all upcoming and past jobs. Filter by date or status to find what you need.
Job statuses
Adding a job
Click + Add job. Required: client, job type, date and time. Recommended: address, tradesman, estimated cost. A confirmation notification is sent immediately on save.
Completing a job
Use the Complete action when the work is done. This marks the job completed and sends a follow-up message to the client (if the completion stage template is active). It's also a good time to create an invoice from the Invoices screen.
Canceling a job
Use Cancel to mark a job canceled. Pending 24h and 2h reminders are suppressed so the client does not receive notifications for a job that is no longer happening.
Job notifications
Four notification stages are available per job. Three are active by default. The completion follow-up is optional and off by default.
| Stage | When | Default | Purpose |
|---|---|---|---|
| Confirmation | Immediately on booking | On | Confirms job details, date, address, and estimated cost. |
| 24h reminder | 24 hours before job | On | Reminds client you're coming tomorrow. |
| 2h reminder | 2 hours before job | On | Short heads-up that you're on your way shortly. |
| Completion | Evening of job completion | Off | Follow-up message after the work is done. Enable in Settings → Templates. |
Automatic suppression
Canceling a job suppresses all pending notifications for it immediately.
Delivery channel
Per-client channel preference: email only, SMS only, or both. SMS falls back to email if no phone number is on file.
Quiet hours
SMS is never sent between 10 PM and 6 AM.
Invoices
The Invoices view lists all your invoices with status filters. Create, edit, send, and track invoices without any external invoicing tool.
Invoice statuses
Creating an invoice
Go to Invoices → New invoice. Select the client, add a description, then add one or more line items — each with a description, quantity, and unit price. The total is calculated live. Save as a draft to review before sending.
Sending an invoice
From the Invoices list or the invoice detail page, click Send. A PDF is generated and emailed to the client's email address. The invoice status moves to Sent.
Downloading a PDF
You can download a copy of any invoice as a PDF from the invoice detail page at any time — useful for your own records or if you want to print and hand it over in person.
Marking an invoice paid
Use the Mark paid action on any sent invoice. This records the payment and moves the invoice to Paid status. Use this whether the client paid via your payment link, cash, bank transfer, or any other method.
Message templates
Go to Settings → Reminder templates to edit each notification stage's subject and body. Leave a template blank to use the system default.
| Variable | Replaced with |
|---|---|
| {client_name} | Client's full name |
| {job_type} | Job type / description |
| {scheduled_at} | Scheduled date and time of the job |
| {address} | Job address |
| {tradesman_name} | Name of the tradesperson assigned to the job |
| {estimated_cost} | Estimated job cost |
| {payment_link} | Your payment URL with label, or blank if not set |
| {contact_phone} | Your contact phone with label, or blank if not set |
| {company_name} | Your account / business name |
| {business_name} | Same as company_name — either works |
Settings
Payment link
Your payment URL (Venmo, Stripe, bank transfer link, etc.). Inserted in notifications and invoices via {payment_link}. Leave blank to omit.
Contact phone
Your business phone number. Inserted via {contact_phone}. Useful for clients to call with access instructions before you arrive.
Notification templates
Customize each stage: confirmation, 24h reminder, 2h reminder, completion. Toggle each stage on or off. Changes apply to the next batch of messages sent.
Billing
Manage your subscription from the Billing screen. Notifications and invoicing continue as long as your subscription is active.
| Plan | Price | Includes |
|---|---|---|
| Solo Tradesperson | $19/mo | Job notifications, invoicing, email + SMS, templates |
| Small Team | $39/mo | Everything in Solo + multiple tradespeople, team access |
14-day free trial included. No credit card needed to start.
FAQ
Does a confirmation go out when I add a job?
Yes. As soon as you save a new job, a confirmation notification is sent to the client with the job details, scheduled time, and address.
What if the job gets canceled — will the client still get reminders?
No. Canceling a job suppresses all pending notifications (the 24h and 2h reminders) immediately.
Can I send the invoice before marking the job complete?
Yes. Invoices and jobs are independent — you can create and send an invoice at any time, even before completing or while the job is still in progress.
Can the client pay directly from the invoice?
The PDF invoice includes your payment link (if set in Settings) so the client can tap it and pay via your preferred method. quietNotify does not process the payment itself.
How do I track which invoices are still unpaid?
Use the Sent filter in the Invoices view to see all invoices that have been emailed but not yet marked paid. Once you receive payment through your processor, hit Mark paid to close them out.
How do I enable the completion follow-up message?
Go to Settings → Templates and enable the Completion stage. Edit the template body to say whatever you'd like (e.g. a thank-you with a payment link). It will send the evening of the day a job is marked complete.
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