01
Lost in the van
Job notes, photos and promises live in phones, group chats and memory. Nothing joins up when it is time to invoice.
For Aussie tradies
Paperwork should not be your second trade
Ute Office sets up a digital admin desk for your trade business. Quotes, follow ups, invoices and chasing — so you stay on the tools and still get paid clean.
Works with tools you already use
You approve money and customer sends
Built for solos and small crews
Friday scoreboard
What the desk tracked this week
12Booked
5Quoted
$8.4kOwed
The real problem
The job is fine. The admin is not.
Evenings disappear into quotes that sit, invoices that wait, and follow ups that never get written. Full software often feels like another job to learn.
02
Hours on admin
Scheduling, quoting and chasing payments by hand steals time you could spend earning on the tools.
03
Too many half tools
Calendar here, invoices there, messages somewhere else. Nothing talks, and the desk still falls on you at night.
What Ute Office is
We set up the desk. It keeps working.
A digital desk for your trade business. It drafts quotes, follows up, prepares invoices, chases payment and shows what is booked, quoted and owed — with your rules.
- Mapped to how you actually work, not a generic template dump
- Connected to email, Xero, job apps, photos and calendar where useful
- You approve anything that goes to a customer or moves money, until you open the gate wider
- Weekly care so quality stays high and the desk improves
If you ask whether it is AI: yes. AI does the desk work with your rules. Straight answer, no hype.
How it works
From first chat to a desk that runs
Simple path. No 40 hour software project.
1
Health check
About 45 minutes. We score where admin leaks: quotes, invoices, chasing, tools. You leave with a clear first list.
2
Start Clean
We map lead to paid, set your rules, connect tools and switch on the first desk jobs: quote draft, follow up, invoice, chase, Friday note.
3
Weekly Desk
We watch quality, handle exceptions and send a short Friday scoreboard so you always know booked, quoted and owed.
Lead to paid
One spine. Every job.
The desk serves this path end to end. If a job cannot be pointed on the spine in ten seconds, the desk is broken.
01Enquiry
02Quote
03Deposit
04Job
05Proof
06Invoice
07Paid
What the desk handles first
The jobs that steal your night
- Quote draft from your price list and job notes
- Quote follow ups on a polite timetable
- Invoice draft when the job is done
- Payment chase ladder without the awkward rewrite
- Friday scoreboard: booked, quoted, owed, needs you
Later: enquiry triage, review asks, service due reminders, licence and insurance calendar.
Packages
Clear offers. No surprise stack.
Start with a health check. Grow only when the desk is earning its keep.
Most teams start here
Start Clean
Setup package. Map your flow, write the rules, connect tools, switch on the first desk jobs with an approve gate.
- Lead to paid operating map
- Templates and deposit rules
- First desk jobs live
- Owner approve on money and sends
Door opener
Health Check
Short session and a one page score. See where admin leaks and what the desk should take first.
- About 45 minutes
- Clear next steps
- No hard sell
Ongoing
Weekly Desk
We keep the desk honest each week: quality, exceptions, follow ups and your Friday note.
- Capped, clear scope
- Friday scoreboard
- Steady improvement
Add ons when needed: Quote to Cash Fix, Crew Ready, Compliance Light. Face prices after we time real installs — we do not guess your job.
Straight answers
Not another app to live inside
Ute Office is not trying to replace every field tool on day one. We sit beside Xero, Tradify, ServiceM8, Fergus, Industry Forms, or spreadsheet plus phone — and make the admin rhythm actually run.
- You keep control of customer messages and money until you say otherwise
- Your bookkeeper gets cleaner inputs, not a rival
- Built for solos and crews under about eight
FAQ
Short answers before you start
Is this AI?
Yes. AI does the desk work with your rules. You approve what goes to customers and anything about money until you open that gate wider. We say it plainly when asked — we do not hide it, and we do not make it the whole story.
Do I need to throw out my current software?
No. We work with what you already use where we can. The goal is a clean rhythm, not a forced migration.
Will it email my customers without me?
Not by default. Customer sends and money moves stay behind your approval until you choose more autonomy.
Who is this for?
Aussie tradies — sparkies, plumbers, builders, HVAC, landscapers, carpenters and similar — especially solos and small crews who are busy enough that admin already hurts.
What do we set up first?
Usually quote draft, quote follow up, invoice draft, payment chase and a Friday scoreboard. That covers the pain most owners feel every week.
Get your evenings back
Book a free admin health check
Tell us your trade, crew size and where admin hurts most. We will reply with a time and a simple agenda. No pressure call script.
The desk that rides with the ute · uteoffice.com