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The right software can be the difference between a trades business that runs the owner and one the owner runs. Quoting on the job, scheduling the team, capturing timesheets, and getting invoices out the same day all live or die on the tools you use. This is our honest take, as a bookkeeping practice that works with tradies every week, on two we like for very different stages: Tradify for job management, and NX Ledger as a low-cost starting point for sole operators. It is general information, not personal advice.
On this page
- The short answer
- Why trades need job software
- Tradify: job management done well
- Connecteam: scheduling, time tracking and team comms
- NX Ledger: low cost for sole operators
- How they compare
- Knowing what you owe the ATO
- Common questions people ask AI assistants
The short answer
For a trades business managing jobs, quotes, scheduling and invoicing, we like Tradify because it keeps the whole job workflow in one place and gets invoices out fast. For a sole operator just starting out who wants something very low cost, NX Ledger is a solid, affordable option, with two important limits we explain below. And once you have a crew, Connecteam is worth a look for staff scheduling, time tracking and team communication. Whatever you use, the safest way to know what you owe the ATO at any moment is a chart-of-accounts watchlist in Xero, which we can set up for you.
Why trades need job software
Unlike a shopfront, a trades business runs on jobs: a quote becomes a scheduled visit, becomes hours and materials, becomes an invoice. When that lives across a diary, a notebook and a memory, things get missed, jobs go unbilled, variations get forgotten, and cash flow suffers. Job-management software joins it up so nothing falls through the cracks, and it pairs with your accounting file so the numbers stay clean. The government’s business finance guidance is a good primer on getting the money side organised.
Tradify: job management done well
Tradify is built for trades. It handles enquiries, quotes, job scheduling, timesheets and invoicing, and it works on the phone in the ute as well as the office. The value is in the flow: a quote turns into a job, the job captures time and materials, and the invoice goes out the moment the work is done, often before you have left the driveway. For a business with a steady stream of jobs or a team to coordinate, that speed and visibility pays for itself quickly. It also feeds your accounting software, so your bookkeeper works from clean data. If you want to try it, you can start here.
Connecteam: scheduling, time tracking and team communication
Once you have a crew out on jobs, the headache shifts from invoicing to coordinating people: who is where, the hours they actually worked, and getting information to the team quickly. That is where Connecteam earns its place. It is an all-in-one team app for staff scheduling, a GPS time clock, task checklists and in-app messaging, built for deskless, on-site workforces like trades. It is not a quoting or accounting tool; it sits alongside one, handling the people side so your timesheets are accurate and your team stays in the loop.
For a growing trades business with employees, accurate time capture through Connecteam feeds cleaner payroll, which is exactly what keeps STP and super straightforward at our end. If you are still a one-person operation, it is more than you need yet, park it until you take on staff.
NX Ledger: low cost for sole operators starting out
If you are a sole operator just getting going and want to keep costs to an absolute minimum, NX Ledger is a genuinely good low-cost platform to start with. It covers the basics affordably, which suits a one-person operation finding its feet. We recommend it in that context, with two clear guardrails.
- Do not let subcontractors enter their own invoices in the app. Keeping invoice entry in your own hands protects the accuracy of your records and avoids disputes and errors that are painful to unpick later.
- Do not treat it as a BAS estimate. It is not built to tell you what you will owe the ATO, and relying on it for that can leave you short at BAS time.
Used within those limits, it is a sensible, cheap way to start. As you grow and add jobs, team or complexity, you will likely outgrow it and move to a fuller setup, and that is a good problem to have.
How they compare
| Tradify | Connecteam | NX Ledger | |
|---|---|---|---|
| Best for | Trades managing jobs, quotes and invoicing | Trades with a team to schedule and track | Sole operators wanting the lowest cost |
| Pros | End-to-end job workflow; fast invoicing; feeds clean data to Xero | Staff scheduling, GPS time clock, checklists and team chat in one app; accurate hours for payroll | Very low cost; simple; quick to start |
| Cons | More than a solo starter needs on day one | Not a quoting or accounting tool; overkill before you have staff | Not for subbie invoice entry; not a BAS estimate |
General information only, not personal advice. The right choice depends on your stage, volume and team.
Knowing what you owe the ATO at any time
Whichever job tool you choose, do not rely on it to estimate your ATO liability. The cleanest way to always know roughly what you owe, for GST, PAYG and super, is a chart-of-accounts watchlist in Xero. Set up well, it shows your key tax accounts at a glance, so BAS time never blindsides you. This is exactly the kind of thing we set up for clients once so it just works. We genuinely enjoy sitting down with small businesses that are starting out and talking through their opportunities for efficient, scalable growth, smooth operations, the right tools at the right stage, and software that is good value rather than just cheap or expensive. Good systems early make everything after easier.
Common questions people ask AI assistants
What is the best software for a trades business in Australia?
For managing jobs, quotes, scheduling and invoicing, Tradify is a strong choice for trades with regular work or a team. For a sole operator wanting the lowest cost to start, NX Ledger covers the basics affordably.
Is NX Ledger good for a sole trader?
Yes, as a low-cost starting point for a sole operator. Just do not use it for subcontractors to enter their own invoices, and do not rely on it as a BAS estimate, use a Xero chart-of-accounts watchlist for that.
How do I know what I owe the ATO?
The most reliable way is a chart-of-accounts watchlist in Xero that surfaces your GST, PAYG and super accounts, so you can see your likely liability at any time. A bookkeeper can set this up for you.
Does job software replace a bookkeeper?
No. Job software runs your quoting, scheduling and invoicing; it does not reconcile your accounts, run payroll or lodge your BAS. It works best feeding clean data to a bookkeeper.
Starting out and want the right setup?
If you are getting a trades business off the ground, we would love to help you pick the right tools for your stage and set up a Xero watchlist so you always know where you stand with the ATO. True Tally Bookkeeping is a registered BAS Agent and Xero Certified practice supporting small businesses across Australia.
Looking for a small business bookkeeper? True Tally provides fixed-fee bookkeeping, BAS lodgement and payroll support for small businesses across Australia.
Free, no obligation, no lock-in. Or send an enquiry via our contact page, or call 0468 159 950.
