Bookkeeping for Tradies:
A Simple Weekly Checklist

A regular bookkeeping check helps you see who owes you money, what bills are coming up and whether each job is making enough to be worth your time. Here’s a routine you can use whether you’re on the tools solo or running a small crew.

1. Send the invoice while the job is fresh

Check the quote against the work you did, include any agreed extras and make the payment due date easy to find. On longer jobs, check when the next agreed progress payment is ready to invoice.

When a customer asks for extra work on site, record what they approved and the price while you’re there. That makes it easier to bill for the variation later.

2. Save receipts where you’ll find them

Pick one place for supplier invoices and receipts, such as your accounting app or a shared inbox. Photograph paper receipts as you get them and add the job name where it applies. If you buy fittings for two plumbing jobs in one trip, note what went to each job while you remember.

3. Check what’s been paid and what’s due

Match the money coming in and going out with your invoices, bills and receipts. Then check which customer invoices are ready for a reminder and which supplier bills fall due before your next expected payment. A busy week on the tools can still leave you short if a big supplier bill lands before a customer pays.

4. Compare the quote with the real job cost

Start with one finished job. Add up materials, labour, subcontractor costs and other direct expenses. If you charged $2,400 and spent $1,650 on direct costs, you have $750 left before overheads. Use amounts on the same GST basis when you compare them.

If the job took an extra half-day, check whether you allowed for that time. Our guide to pricing jobs walks through how to factor in labour, overheads and profit when you quote the next one.

5. Get the books ready before BAS time

If you lodge a BAS, use your weekly check to flag missing receipts and transactions you’re unsure about. Keep the questions in one place so you can work through them with your bookkeeper or BAS agent. If you’ve fallen behind, start by finding the last date your accounts were reconciled.

Your weekly bookkeeping checklist

• Send invoices for work that’s ready to bill.
• Save supplier bills and receipts against the relevant jobs.
• Match payments and follow up overdue invoices.
• Check which bills are due before your next expected payment.
• Review the costs on one recently completed job.

Need a hand with the books?

Bookflow helps sparkies, plumbers, chippies and small trade crews get their books up to date and keep them organised. Whether you need a catch-up, help with Xero or ongoing support, tell us where the bookwork gets stuck.

With fixed pricing for agreed bookkeeping work and regular direct debit payments, you know the cost upfront and can plan for it.