Creating Your Account

1. Go to renoconsult.online in your browser (Chrome, Edge, Safari, or Firefox).
2. Click Sign In on the login screen.
3. Select No account? Create one at the bottom of the sign-in card.
4. Enter your email address and choose a strong password.
5. Click Create Account. Check your email for a confirmation link, click it, then return here and sign in with your email and password.
6. Alternatively, click Continue with Google to sign in instantly using your Google account — no password needed.

Free to use for now

TradeFlow is free to use for now, with every feature and no credit card. If we ever start charging, we will tell you well in advance.

Signing In — Returning Users

1. Visit renoconsult.online.
2. If your account is remembered, click Continue → on the Welcome Back screen.
3. Or enter your email and password and click Sign In →.
4. Google users: click Continue with Google.

Installing as an App (Recommended)

TradeFlow is a Progressive Web App (PWA). You can install it on any device for faster access, just like a native app.

• Windows / Chrome / Edge: Click the install icon (⊕) in the address bar and click Install.
• iPhone / iPad: Tap the Share button → Add to Home Screen.
• Android: Tap the three-dot menu → Add to Home Screen or Install App.
• Mac: In Chrome or Edge, click the install icon in the address bar.

The Dashboard is your business command centre. It gives you a real-time snapshot of your entire operation the moment you open the app.

Business Stats (top row)

• Active Bookings — the number of upcoming appointments in your calendar.
• Pending Estimates — total value of estimates that have been sent but not yet accepted.
• Accepted Estimates — total value of estimates your clients have accepted.
• Unpaid Invoices — total outstanding amount owed to you.
• Paid Invoices — total revenue received.
• Clients — total number of clients in your master database.

Send Booking Link

1. Enter a client's email address in the Send Booking Link field on the top right of the Dashboard.
2. Click Send 📧. The client receives a branded email with a link to your public booking page.
3. You can also copy your booking page URL or iframe embed code from the field below.

Video Consultation Card

When you have an upcoming video consultation, a blue card appears at the top of the Dashboard showing the client's name and time.

• Click Join Video to open your video room as host.
• Click Start Call to phone the client directly.
• Click Mark Done to close the card once the consultation is complete.

Send Video Room Link to a Client

1. Select a client from the CRM dropdown, or enter their email and phone manually.
2. Click 📧 Email the Link or 📱 Text the Link.
3. The client receives step-by-step instructions for joining the video call — no download required on their end.

Financial Pipeline Health

The chart below the stats shows a visual breakdown of your revenue pipeline: Paid (green), Accepted but not invoiced (blue), and Pending (orange). Use this to see at a glance how much money is confirmed vs. still in progress.

Next Booking & Recent Activity

Your next upcoming booking is displayed with the client name, service, time, and method. Below that, your recent client activity feed shows the latest bookings, invoices paid, estimates accepted, and new leads added.

The Booking Schedule is your calendar. Every job, consultation, and appointment lives here.

Navigating the Calendar

• Click the month abbreviations (JAN, FEB, etc.) at the top to jump between months.
• Click the year arrows ◄ ► to move between years.
• Today's date is highlighted with an orange border.
• Dates with bookings show a coloured pill with the client name and time. Click a pill to open that booking.
• Click any date to open the Day View for that day.

Creating a New Booking

1. Click + New Booking in the top right, or click any date on the calendar.
2. Select a client from your CRM dropdown, or type a new name.
3. Enter the service being performed.
4. Set the date and time.
5. Choose a meeting method: Video Call, Phone Call, or Site Visit.
6. If it is a video call, tick the Video Consultation checkbox — this makes the booking appear in the Dashboard video card.
7. Optionally add the client's email, phone, and address.
8. Click Save Booking.

Day View

1. Click any date to open the Day View pop-up.
2. All bookings for that day are listed — click any one to edit it.
3. Add a Day Note — useful for reminders, materials needed, or site access instructions. Notes appear on the calendar as a small indicator.
4. Click Save Note to keep it, or Delete Note to remove it.

Editing or Deleting a Booking

1. Click the booking pill on the calendar, or open the Day View and click the booking.
2. Edit any field and click Save Booking.
3. To delete, click Delete at the bottom of the booking form. The client remains in your CRM — only the appointment is removed.

Keep track of the small things — callbacks, materials to order, follow-ups — before they turn into missed jobs.

The Three Columns

Tasks are sorted into Days, Weeks, and Months — a simple way to separate what's urgent from what can wait.

Adding a Task

1. Click the + button at the top of any column.
2. Type the task and press Enter, or click Save.

Working With a Task

• Click a task to expand it and add notes — extra detail, addresses, anything worth remembering.
• Click the ✎ pencil to rename it in place.
• Click ⋯ to move it to a different column.
• Click ✕ to mark it complete and remove it.
• Drag and drop a task between columns at any time.

The Client CRM has two parts: the Pipeline (a visual kanban board to track where each lead is in your sales process) and the Master Client Database (your complete client list).

The Pipeline

• The Pipeline shows columns such as Lead, Contacted, and Won — representing the stages of your sales process.
• Each client card shows their name, email, and upcoming booking count.
• Drag and drop a client card from one column to another to update their stage.
• Click + Add Column to create a new pipeline stage (e.g., "Quoted", "In Progress", "Invoiced").
• Click the client's name card icon 📋 to open their full client profile.
• When a client accepts an estimate online, they are automatically moved to the Won column.

Adding a Client to the Pipeline

1. Click + Add Client inside any pipeline column.
2. Search for an existing client from your database, or type a new client name.
3. The client appears in that column. They are also added to the Master Client Database if they are new.

Master Client Database

• Below the Pipeline is your complete client list, organised into four categories:
• General — standard clients.
• ⭐ VIP — high-value or priority clients.
• 🏠 Friends & Family — personal contacts you work with.
• 🚫 Blacklist — clients you do not wish to work with again.
• Click each tab to view that category. A number badge shows how many clients are in each.
• Use the Search bar to find any client instantly by name, email, or phone.

Adding a New Client

1. Click + Add Client in the top right of the Client Database.
2. Fill in their name, phone, email, address, job description, and status.
3. Set their Category (General, VIP, Friends & Family, or Blacklist).
4. Click Save. The client is now searchable across the whole app.

Client Profile — One-Touch Actions

Click any client's name in the database to open their full profile. From here you can:

• 📞 Call — dials the client's phone number using your default phone app, Skype, or WhatsApp.
• 💬 WhatsApp — opens a WhatsApp conversation with the client.
• 📧 Email — opens your email app addressed to the client.
• 🎥 Start Video — sends this client a video room link and opens your video consultation room.
• View all past and upcoming bookings for this client.
• View all invoices and estimates linked to this client.
• View all trade documents sent to this client.
• Click New Booking to schedule an appointment directly from the profile.

Importing & Exporting Clients

• Export — click Export to download your entire client list as a CSV file. Use for backups or bulk emailing.
• Import — click Import and select a CSV file to bulk-add clients. Useful when migrating from another system.

The Phone Dialer lets you call any client with one tap, using whichever calling method suits your device.

Making a Call

1. Navigate to Phone Dialer in the left menu.
2. Either type a number on the dialpad, or select a client from your Contacts list on the right.
3. Click the green call button. A popup will ask which calling method to use.
4. Choose Cell Call (uses your phone's SIM), WhatsApp, Skype, or FaceTime (Apple devices only).
5. Your chosen app will open with the number pre-filled. Confirm to dial.

Setting Up Calling on Different Devices

• Mobile (iPhone / Android): Cell calls work automatically — your device's native dialer opens.
• Desktop / Laptop (Windows or Mac): Install Skype for Desktop for calling real phone numbers over the internet, or use WhatsApp Web (open WhatsApp Web in another browser tab first).
• Mac / iPad: FaceTime works natively if the client also has Apple devices.
• The first time you use a calling method, your browser may ask permission to open the calling app — tick Always Allow for the fastest experience in future.

Create professional estimates and invoices, email them to clients, take online payments, and track what's been paid — all from one place.

Creating an Estimate or Invoice

1. Click + New Estimate or + New Invoice.
2. Select a client from the dropdown, or type a name.
3. Enter the client's address (appears on the document).
4. Set the date (date issued for estimates, due date for invoices).
5. Add line items: click the catalog dropdown to pick a saved item, then click + Add Selected. Or click + Add Custom Line to type a description, quantity, and price manually.
6. If you charge tax, tick GST and enter the rate for your country — tax rates differ from country to country (GST, VAT, sales tax). New documents start with your default rate from Settings → Booking & Catalog → Tax, and you can change the rate or untick tax on any document.
7. The subtotal, GST amount, and total are calculated automatically.
8. Click Save. The document appears in the list below.

Parts & Labor Catalog

The catalog is a list of your standard services, materials, and hourly rates. Set it up once in Settings, then use it for fast line-item entry on every document.

1. Go to Settings → Parts & Labor Catalog to add your standard items.
2. When creating a document, open the catalog dropdown, select an item, and click + Add Selected. The description and price fill in automatically.

Emailing a Document to a Client

1. Open the estimate or invoice from the list.
2. Make sure the client's email address is filled in at the top of the document.
3. Click 📧 Send. The document is emailed directly to the client with your business name, a full itemised layout, bank details, and a View Online button.
4. The document status updates to SENT automatically.

The Client's Online View

When a client clicks View Online in their email, they see a full, professional layout of the document in their browser including:

• Your logo, business name, and contact details.
• All line items, subtotal, GST, and total.
• Bank transfer details with copy buttons for the account number and reference.
• Pay by Card button if you have a Stripe link set up.
• Afterpay button if you have an Afterpay link set up.
• For estimates: an Accept Estimate button. When the client clicks it, the status in your app updates to ACCEPTED automatically and the client is moved to the Won column in your Pipeline.

Marking an Invoice as Paid

1. Open the invoice from the list.
2. Click ✓ Mark Paid. The status changes to PAID and the revenue is reflected in your Dashboard stats.
3. To reverse it, open the invoice and click Mark Unpaid.

Converting an Estimate to an Invoice

1. Open the accepted estimate.
2. Click Convert to Invoice. A new invoice is created with all the same line items, client, and amount.
3. The original estimate status updates to INVOICED.

Printing or Saving as PDF

Open any estimate or invoice and click the 🖨️ Print icon. Use your browser's print dialog to save as a PDF or print a physical copy.

Setting Up Payment Details

Go to Settings to add your bank account name, account number, reference, Stripe payment link, and Afterpay link. These are automatically included on every document you create — you only need to set them up once.

A Job groups everything for one piece of work — estimates, invoices, tasks, documents and purchase orders — so you can see a job's real profit at a glance instead of hunting across separate lists.

Creating a Job

1. Go to Jobs and click + New Job.
2. Give it a title, pick the client from your CRM, set an address and dates, and click Save.

The Job Overview

• Four live stats sit at the top of every job: Quoted, Invoiced, Materials and Est. Profit.
• Set the job's status — Quoted, Active, On Hold or Complete — from the dropdown next to the title.

Five Tabs Per Job

• Overview — a timeline of activity on the job.
• Tasks — a task list specific to this job.
• Documents — estimates, invoices and other paperwork linked to this job.
• Purchase Orders — see below.
• Notes — free-text notes about the job (access details, client preferences, anything worth remembering).

Creating a Purchase Order

1. Open a job, go to the Purchase Orders tab, and click + New Purchase Order.
2. The PO number fills in automatically. Add the supplier's name and email, then add each line item with a description, quantity and price — the total calculates as you type.
3. Click Save. This is Phase 1 of Purchase Orders — supplier details are typed in manually for now rather than picked from a saved supplier list.

Business Summary shows whether your business is making money — profit and loss by month and by job, plus the tax you've charged — worked out from what's already in TradeFlow. There's nothing extra to enter. Open it from the main menu (just under Jobs) or the Business Summary tile in the phone menu.

The top totals

• Invoiced (excl. tax) — all your invoices dated in the period, not counting tax.
• Tax collected — the tax (for example GST) on those invoices. It belongs to the tax office, so it isn't counted as income.
• Paid — invoices marked Paid, including tax.
• Costs — materials (purchase orders marked Received), labour (finished time entries on jobs × the hourly rate) and job expenses.
• Profit — invoiced (excl. tax) minus costs, with your margin as a percentage.

By month and by job

• By month lists every month in the period, with a total line at the bottom.
• By job lists each job's income, costs, profit and margin, best first. Invoices and expenses not linked to a job get their own line. Tap a job to open it.

Choosing the period and downloading

• Use the dropdown at the top: Last 12 months (the default), This year, Last year, earlier years, or All time.
• Download CSV saves the monthly figures — with materials, labour and expenses shown separately — as a spreadsheet for your accountant.

Getting accurate figures

• Link invoices, purchase orders, time and expenses to the right job.
• Mark purchase orders Received when the goods arrive — drafts and sent purchase orders aren't counted as costs.
• Log receipts as job expenses, and stop job timers (or log hours) so labour is counted.
• Business Summary is a guide from your TradeFlow records, not a set of accounts — anything you don't record in TradeFlow isn't included. Check the figures with your accountant before filing.
• A job's own Est. Profit box counts invoices including tax, so it can read a little higher than the same job here.

💡 You can also ask Ask TradeFlow — for example “How much profit did I make last month?” or “Which job made the most this year?”

A full site safety record — log toolbox talks, hazards, incidents and plant checks as they happen, so you've got a real paper trail if anyone ever asks to see one.

Six Tabs

• Home — an overview showing open hazards and recent activity at a glance.
• Talks — log toolbox talks: what was discussed, who attended, and when.
• Hazards — report a hazard and track it through to closed.
• Incidents — record incidents with the details that matter for a proper report.
• Plant — checks on plant and vehicles before they go out on site.
• Risks — see below.

Logging an Entry

1. Open the relevant tab and click the + add button.
2. Fill in the details and click Save — it's added to that tab's log immediately.

The Risk Register

The Risks tab is a standard 9-point risk register checklist rather than something you build yourself. Tick off each item as it's addressed, and add a note against any of them for site-specific detail.

The Documents section lets you create, send, and manage six types of professional trade documents — all with rich text editing, PDF export, and online client acceptance.

Document Types

• Letter — formal business correspondence on your letterhead.
• Scope of Work (SOW) — detailed breakdown of what the job entails, materials, specifications, and timeline.
• Completion Report — formal sign-off document confirming all work has been completed.
• Variation Order — documents any changes made to the original scope of work, including cost adjustments.
• Handover Note — records what was handed over to the client at job completion (warranties, manuals, keys, etc.).
• Proposal — a full project proposal for new work, typically sent before a formal quote.

Creating a New Document

1. Click + New Document in the Documents section.
2. Select a document type from the dropdown (e.g., Scope of Work).
3. Select a client from the CRM dropdown. Their name and details will be pre-filled.
4. Enter a document title (e.g., "Waterproofing — 14 Smith Street").
5. Write the document content in the rich text editor. Use the toolbar to add headings, bold text, bullet lists, and more.
6. Click 💾 Save Draft to save without sending, or 📥 Download PDF to get a PDF copy, or 📧 Email to Client to send it immediately.

Emailing a Document

1. Open the document and click 📧 Email to Client.
2. The client receives a professional email with the full document content and a View Online link.
3. For documents that require sign-off (such as a Scope of Work or Completion Report), the client can click an Accept button on the online view. This updates the document status in your app to ACCEPTED.
4. The document status updates to SENT after emailing.

Managing Your Documents

• Use the type filter tabs at the top of the Documents section to view only one document type at a time.
• Documents are listed with their reference number, client, date, status badge, and action icons (view, download PDF, email, delete).
• Status options: Draft, Sent, Accepted, Archived.
• Document reference numbers are auto-generated (e.g., SOW-9008, LTR-1234).

TradeFlow's video consultation feature connects you with clients face-to-face online, built directly into TradeFlow — no Whereby, Zoom, or Teams account needed.

Setting Up Your Video Room

There's nothing to set up. TradeFlow generates a fresh, secure video room automatically every time you start a call — no third-party account, no link to configure in advance.

Hosting a Video Consultation

1. Go to the Video Consultation section (accessible from the Dashboard or the Video tab), or tap the 📹 button on a client's CRM card.
2. Your camera and microphone start automatically and the call panel opens.
3. Click Minimise to shrink the video to a small floating window so you can keep using TradeFlow (taking notes, checking the client's profile, creating a quote) during the call.

Sending a Client Their Join Instructions

1. From the Dashboard, Video section, or a client's CRM profile, find the Send Video Room Link panel.
2. Select the client from the CRM dropdown, or enter their email and mobile manually.
3. If the client has an email on file, TradeFlow sends it automatically the moment the call starts — the client receives a branded email with step-by-step instructions for joining. No download or app required on their end.
4. Click 📱 Text the Link to send via SMS instead.

Scheduling a Video Consultation

1. Create a booking in the Booking Schedule.
2. Set the meeting method to Video Call and tick the Video Consultation checkbox.
3. The booking will appear as a blue card on your Dashboard with Join Video, Start Call, and Mark Done buttons when the appointment time arrives.

Five short lessons in the main menu (just under Dashboard) to win more customers and get paid faster: profile and logo, Stripe, quoting every job, getting customers online, and following up.

• Each lesson explains why it matters and lists the steps.
• Walk me through it opens Ask TradeFlow on that lesson and guides you step by step. Take me there jumps straight to the right screen.
• Lessons 1–3 tick themselves off once they're done. Lessons 4 and 5 you tick yourself with Mark as done.

Your public booking page is a dedicated webpage that clients can use to book a consultation with you — 24/7, without needing to call. It shows your business name, logo, services, and pricing.

What Clients See

• Your business logo and name at the top.
• A list of your services with pricing to choose from.
• A meeting type selector (Video Call, Phone Call, or Site Visit).
• A calendar to pick a date.
• A time slot picker.
• A short form for their name, phone, email, and job address.
• Once submitted, the booking appears instantly in your Booking Schedule and the client is added to your CRM automatically.

Sharing Your Booking Page

• Go to Settings and find your Public Booking Link. Click Copy to copy your unique URL.
• Share this link via email, text, Facebook, Instagram, or any social platform.
• From the Dashboard, use Send Booking Link to email it directly to a specific client.

Embedding on Your Website

1. Go to Settings → Business Profile and find the Customer Booking Form section.
2. Click Copy Snippet to copy the iframe snippet.
3. Paste it into any page on your website. The booking form will appear embedded directly on your site — clients can book without leaving your page.

Setting Up Your Services

1. Go to Settings → Services for Booking Page.
2. Add each service you offer with its name and pricing (e.g., "Initial Consultation — NZ$150/hr" or "Site Visit — NZ$200 per job").
3. Click Save. These appear on your public booking page immediately.

Get a Quote Form

• For people who want a price before they book a time. There's no calendar or time slot — they leave their name, phone, optional email and address, and describe the job.
• Go to Settings → Business Profile. Under Public Quote Link, click Copy to share the link. Under Get a Quote Form, click Copy Snippet and paste it into a page on your website, just like the booking form.
• Each request lands in your Client CRM as a new lead, ready for you to send an estimate.

Connecting Stripe lets your clients pay you online by card and 30+ other ways — Klarna, Afterpay, Apple Pay, Google Pay and more — with the money going straight into your own bank account. TradeFlow never touches the funds.

Connecting Your Account

1. Go to Settings → Payments and find Accept Card Payments (Stripe).
2. Choose your business's country from the dropdown.
3. Click Connect Stripe. You'll be taken to Stripe's own onboarding form to enter your business and bank details.
4. Once you finish Stripe's form, you're redirected back to TradeFlow automatically.

If Setup Isn't Finished

If you close the Stripe form partway through, you'll see an amber notice with a Continue Setup button — click it to pick up exactly where you left off.

Once Connected

• A green Connected confirmation appears, along with the full list of payment methods your clients can now use.
• Every invoice and estimate you send automatically gets a Pay by Card button — no need to paste a payment link manually.
• Each click generates a fresh, secure checkout session at the moment your client pays, so the link in an email never goes stale.

Disconnecting

Click Disconnect next to your connected account and confirm. Your Pay by Card button then falls back to the manually-pasted Stripe Payment Link in Settings, if you've set one.

Settings is where you configure your business profile, payment details, and account preferences. Set everything up once and it applies across the whole app.

Business Profile

• Logo — click the logo area to upload your business logo. Appears on documents, emails, and your booking page.
• Business Name — your trading name, appears everywhere clients see your branding.
• Tagline / Motto — a short description of your business (e.g., "Trusted Waterproofing Specialists").
• Email — your business email. Used as the reply-to address on emails sent to clients.
• Phone — your business phone number. Appears on the booking page and client emails.
• Currency — starts blank; add your own symbol. Used across all invoices and estimates.

Bank Payment Details

These details appear automatically on every invoice and estimate you create and in client-facing emails.

• Account Name — your bank account name.
• Account Number — your full bank account number.
• Default Reference — a standard payment reference clients should use (e.g., your business name or invoice number placeholder).

Online Payment Links

• Stripe Payment Link — paste your Stripe payment link. Clients see a Pay by Card button on online views. Set up at dashboard.stripe.com.
• Afterpay Link — paste your Afterpay merchant link. Clients can pay in instalments. Set up at afterpay.com/for-retailers.

Services for Booking Page

Add each service you offer so clients can select it when booking online.

1. Type a service name and price in the fields provided.
2. Click + Add to add it to the list.
3. Click the ✕ on any service to remove it.
4. Click Save when done.

Parts & Labor Catalog

Save standard items for quick insertion into invoices and estimates.

1. Enter an item name and price (e.g., "Labour per hour — $95" or "Waterproof Membrane 5m² — $220").
2. Click ✓ Add to Catalog.
3. When creating invoices, select from this catalog instead of typing line items from scratch every time.

Login & Security

• Change Email — enter your new email address and current password, then click Update Email.
• Change Password — enter your current password and a new password twice, then click Change Password.

Multi-Device Sync

TradeFlow syncs your data in real time across all devices. Sign in with the same account on your laptop, phone, and tablet — everything stays in sync automatically. You will see Cloud Sync Active in the bottom left of the app when sync is working.

Deleting Your Account

At the bottom of Settings is the Danger Zone. Click Delete Account and confirm with your password to permanently remove your account and all associated data. This cannot be undone.

If you also use ProjectFlow for construction project management, you can connect it to TradeFlow so client data moves between the two automatically — no re-typing the same client details in both apps. The connection works in both directions and can be set up independently in either order.

Letting ProjectFlow Pull Your Clients In

This lets ProjectFlow read your TradeFlow clients as contacts, and push any brand-new contact it creates back to you as a TradeFlow client.

1. Go to Settings → Integrations in TradeFlow.
2. Under Let ProjectFlow Connect To TradeFlow, optionally give the key a label (e.g. "ProjectFlow").
3. Click Generate Key.
4. Copy the key immediately — it's only ever shown once. If you lose it, revoke it and generate a new one.
5. In ProjectFlow, go to its Settings and paste the key into the Connect TradeFlow box.

Pulling Project Status Back Into TradeFlow

This lets TradeFlow see each linked client's current project status and key dates, pulled from ProjectFlow.

1. In ProjectFlow, go to its Settings and click Generate Key For TradeFlow, then copy the key.
2. Back in TradeFlow, go to Settings → Integrations → Connect TradeFlow To ProjectFlow.
3. Paste the key and click Connect — this runs an immediate first sync.
4. Click Sync Now any time afterward to refresh project status.

Managing Keys

Every key you've generated is listed under Let ProjectFlow Connect To TradeFlow, along with its label and creation date. Click Revoke next to any key to disable it immediately — anything still using that key will stop working right away.

Disconnecting

Click Disconnect next to the ProjectFlow connection at any time. Clients already synced keep their data — nothing is deleted — but nothing further will update until you reconnect.

Every account has its own personal referral link — find it under Settings → Refer a Friend, with a Copy button ready to share.

How it works

1. Share your link with other trades businesses.
2. Refer 5 who sign up and become paying customers.
3. Once all 5 have paid for 3 months running, your own subscription becomes free.
4. It stays free for as long as at least 3 of the 5 remain paying subscribers.

Checking your progress

The Refer a Friend section in Settings shows a live count of how many people have signed up through your link, and how many of those are currently paying subscribers.

Real push notifications remind you about upcoming bookings even when TradeFlow isn't open — on your phone, tablet, or desktop, not just as a banner inside the app.

Turning On Notifications

1. Go to Settings → Notifications and tick Enable push notifications on this device.
2. Your browser will ask for permission — click Allow.
3. Notifications are set up separately for each device. Enabling them on your laptop does not automatically turn them on for your phone — open TradeFlow on every device you want notified and enable it there too.

If a Test Notification Doesn't Arrive

This is almost always your device's own settings, not TradeFlow — check these before assuming something's wrong:

1. Windows: search "Notifications" in Windows Settings and make sure your browser is switched on in the app list — this is separate from the permission the browser itself asked for.
2. Windows: search "Focus assist" and make sure it isn't set to block notifications.
3. Mac: check System Settings → Notifications and make sure your browser is allowed.
4. Phone: check your phone's own notification settings for your browser, or for TradeFlow if you've installed it as an app.

What You'll Be Reminded About

Currently: bookings starting within the next hour. More reminder types — tasks, jobs, quote follow-ups — are on the way.

Ask TradeFlow is a built-in assistant that can look up anything in your account and do almost anything in the app for you — bookings, clients and the pipeline, jobs and time, purchase orders, invoices and estimates, documents, email campaigns and site safety. You can type or talk to it, and it can talk back. Before it changes anything it always tells you exactly what it's about to do and waits for your yes.

On By Default

1. Ask TradeFlow is switched on for every account, so the chat bubble is already there in the bottom corner of the app — tap it any time to ask something.
2. Prefer not to use it? Go to Settings → AI Assistant and untick Enable Ask TradeFlow. You can tick it again whenever you like.

Every Change Needs Your Yes

1. Ask for something ("book Sarah in for Tuesday at 10", "send the Smith invoice", "approve the variation for the Jones job").
2. It shows you exactly what it will do — who, what, when, how much — and nothing is changed yet.
3. Say or type yes to go ahead, or tell it what to change. Anything else and nothing happens.
4. It does one thing per yes, then tells you it's done. If something couldn't be done it says so plainly — it never pretends.

You Choose What It's Allowed To Do

1. Go to Settings → AI Assistant → What Ask TradeFlow can do. Every ability has its own tick box, grouped by area, with Allow all and Block all for each group.
2. Untick anything you don't want it to do — for example sending emails or deleting records. The change applies straight away; if you later ask for that, it tells you it's switched off.
3. Turn off all actions (lookups only) lets it answer questions about your data without being able to add, change, send or delete anything.
4. These settings are yours: you decide what the assistant may do on your account, and you confirm every change it makes.

What It Can Do

Look Things Up

Today's schedule and what's coming up, clients, the pipeline, jobs with their tasks, expenses, hours and labour cost, invoices and estimates (and who owes you money), purchase orders, documents, email campaigns, daily notes, client portal links, site safety records and your ToDo list.

Do Things For You (After Your Yes)

1. Bookings: add, move or cancel bookings, email your booking link, write daily notes.
2. Clients: add or edit clients, change status or category (VIP, Friends & Family, Blacklist), move them on the pipeline, create or switch off portal links, delete clients.
3. Jobs: create and edit jobs, change status, start and stop timers, log hours, add expenses and tasks, create, email and receive purchase orders.
4. Money: create, edit and email invoices and estimates, convert an estimate to an invoice, mark invoices paid.
5. Documents & marketing: write letters, scopes of work, variation orders, completion reports, handover notes and proposals, approve variations, email documents, draft and send email campaigns.
6. Site safety: record safety talks, hazards, incidents and plant checks, and tick off the risk register.
7. ToDos and reminders: add or complete ToDos and job tasks, set reminders (reminders need push notifications on at least one device).

Answer "How Do I..." Questions

About any feature in TradeFlow, using this same Instructions guide as its only source. If something isn't covered here yet, it says so rather than guessing.

Talk With You, Not Just Type

1. Replies in whichever language you've set the app to, no matter what language you type in.
2. Tap 🎤 in the chat box and speak your question — when you ask out loud, it reads its answer out loud too, so you can say "yes" hands-free. Speaking needs an internet connection and isn't available in Firefox (Chrome, Edge and Safari all support it).
3. Tap 🔊 next to any reply to hear it again.

Teaches You Step By Step

Ask "how do I…" or tap Walk me through it on the Grow Your Business page, and it guides you one step at a time using the real button names, waiting for you to finish each step before giving the next. It also coaches the business side: why taking card payments with Stripe gets you paid faster and how to set it up, quoting every job, getting customers online and following up.

What It Won't Do

It never touches your bank or payment details — it can update your business name, tagline, email and phone, but anything to do with your money you enter yourself. AI can make mistakes, so read the preview before you say yes. Each account also has a monthly message limit, shown in Settings.

Need More Help?

Contact Wiesner Enterprises NZ for support with your TradeFlow account.