Toate ghidurile
Going Paperless: Digital Tools for Trade Businesses
6 min read
Paper quotes, handwritten invoices, boxes of receipts — there's a better way. This guide shows you how to digitize your trade business.
Why Go Paperless?
**Time savings**: No handwriting, copying, filing. Create and send documents in minutes.
**Professionalism**: Clean PDFs look better than crumpled paper quotes.
**Searchability**: Find any document instantly, not buried in boxes.
**Reliability**: Digital backups don't get lost, water-damaged, or thrown away.
**Compliance**: HMRC requires records for 6+ years. Digital is easier to maintain.
**Mobility**: Access everything from your phone, on-site, anywhere.
Essential Digital Tools
**Quoting & invoicing**: Estimy, or alternatives like QuickBooks, Xero.
**Document scanning**: Phone camera apps (Adobe Scan, Microsoft Lens) turn receipts into searchable PDFs.
**Cloud storage**: Google Drive, Dropbox, iCloud. Auto-backup and accessible anywhere.
**Digital signatures**: Estimy includes this. Or DocuSign, HelloSign.
**Accounting**: Link to your invoicing or use dedicated software like FreeAgent, QuickBooks.
**Scheduling**: Google Calendar, Outlook, or built-in Estimy planning.
Transition Tips
**Start with new work**: Don't try to digitize years of old paper. Go digital from today.
**Scan important old documents**: Contracts, warranties, major invoices. Everything else can stay boxed.
**Train yourself**: Take 30 minutes to learn each new tool properly. It's an investment.
**Have backups**: Cloud storage should auto-backup. Also download copies periodically.
**Be patient**: The first month feels slower. By month three, you'll never go back.
Staying Organized
Digital clutter is still clutter. Organize:
**Folder structure**: By year, then client or project. E.g., 2025 > Smith Kitchen Refit > Quote, Invoice, Photos.
**Naming conventions**: Date-Description format. 2025-01-15-Smith-Kitchen-Quote.pdf
**Regular cleanup**: Monthly review of downloads folder, inbox, desktop.
**Archive old projects**: Move completed projects to archive folder after 3-6 months.
**Backup schedule**: Weekly check that cloud sync is working.
Ghiduri conexe
8 min read
How to Write a Professional Quote
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How to Convert a Quote to an Invoice
Getting the quote is just the start. This guide covers the full journey from accepted quote to final payment — including deposits, progress billing, and chasing late payers.
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How to Price Your Work as a Tradesperson
Pricing too low kills your business. Pricing too high loses work. This guide helps you find the sweet spot — covering your costs, making profit, and staying competitive.
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