trackajob user guide
Everything you need to know to get started and make trackajob work for your business.
trackajob is built for small trades teams such as electricians, plumbers, gas fitters, all trades. It’s designed to make logging time and organising job details as easy as possible.
No training courses. No complicated setup. Just this guide.
What trackajob is (and isn’t)
If you want an easy way to track hours, jobs, photos and notes, without the complexity of “all-in-one” job management software. Then trackajob is for you. Team sizes of 3-10 are the sweet spot, but ambitious solo acts can get benefit too.
trackajob is a smart timesheet system for tradespeople that also organises job details like notes, photos and tasks alongside your timesheets.
It’s not a full end-to-end job management tool. You won’t do your quoting or invoicing in trackajob. Instead, we focus on capturing accurate hours and organised job evidence. It’s the foundation that underpins your admin and invoicing. This makes trackajob the perfect tool for any trades business wanting a simple alternative to the traditional software options they’re used to seeing.
5-min tutorial
60-sec quick guide
Mobile first, but works on any device
trackajob is designed for the field. Your main account is set up inside the app, your trial starts in the app, and subscriptions are handled through the App Store or Google Play.
But we know tradespeople do their admin on a computer too, so you can log in on any device at app.trackajob.app/login.
Getting your team set up
1
Download the app
2
Create your company (account owner)
3
Share your joining code so your team can join (they’ll select “Join a Company” in the app)
Your 7-day trial includes 10 seats so you can add whoever you like. When you subscribe, just set the number of seats you need and the price will adjust automatically.
Navigating the app
The bottom bar gives you access to trackajob’s four main areas:
1
Jobs (both open and closed)
2
Timesheet
3
Profile
4
Chat (currently in Beta)
Open and closed jobs
Your jobs feed consists of open and closed jobs.
Account owners:
See both open and closed jobs.
Team members:
See only open jobs
Only account owners can close jobs.
What’s a job?
We recommend treating each invoiceable bit of work as a job, for example ‘Mrs Smith – Garage Rewire’ might be one job, or ‘Dereck’s House Builders – plot 5’ might be split into two jobs, one for first fix and one for second fix. But you can name and structure jobs however you like.
Anyone on your team can:
Create jobs
Add time entires
Upload photos
Make notes
Add or manage tasks
Privacy: Team members see everyone’s photos, tasks and notes, but only their own timesheets. Account owners see everyone’s timesheets.
Inside a job
Here’s what you can do:
Add time entries (with or without GPS help)
Upload photos
Make notes (like creating lists of materials used)
Create or manage tasks (things you need to remember to do)
Set a job location for GPS time tracking
Trust-First GPS: If enabled, trackajob will automatically draft GPS timesheets, they are private to each team member until confirmed and submitted, that’s when they’ll become visible to the account owner. GPS is there to help, not monitor. trackajob isn’t a surveillance tool.
Job status
To quote:
Optional use to make filtering and sorting jobs easier
In progress:
Means hours will feed into Unbilled Value
Ready to invoice:
Means hours will feed into Unbilled Value
Closed:
Only owners can do this, removes hours from Unbilled Value
Financial figures
Only account owners see unbilled value (hours x hourly rates) and profit per hour (calculated on closed jobs)
To get accurate numbers:
Set hourly rates for each team member in Manage Team (Profile section)
Close jobs when invoiced to update the figures
Only account owners see the rates or any financial information
Closed jobs feed
When a job is finished (by finished we mean all works completed and invoice raised)
1
Change status to Closed
2
Add invoice details
You’ll see the total job labour profit and profit per hour for each closed job and an average profit per hour across your last 10 closed jobs. Helping you keep profit margins healthy as you scale.
You can reopen closed jobs if needed.
Timesheet area
Account owners:
See all team members’ timesheets.
Team members:
Only see their own timesheets.
You can:
Add time entries from here or within jobs
Assign time to a job or Non-Billable category
Filter by date range
Export timesheet data to Excel
Profile area
Here you can:
Manage account details
Manage subscriptions
Add customers
Manage GPS tracking (max 20 active jobs – this limit is set by phone providers)
Set permissions and notifications
We recommend enabling notifications as they remind team members to lof time daily and alert you to new jobs.
Chat area
A group chat for your whole team, currently in beta.
Try it, give feedback, and we’ll see if it becomes a permanent feature.
Team day-to-day
Add every job you and your team visit. Team members can add jobs too.
Track every hour worked and regularly add notes and photos.
Do this consistently and you’ll get the full benefit of trackajob in no time. More billable hours, better records, and complete confidence in your invoices.
