Help

1. Getting started

Magic link sign-in

TradeQuote uses email sign-in — there is no password.

1. Open the app and go to Settings (bottom navigation).
2. Scroll to Account and enter your email address.
3. Tap Send sign-in link.
4. Open the email on your phone and tap the link. It expires in 15 minutes.
5. You are now signed in. The app works without signing in too, but signing in unlocks cloud features.

Setting up your business details

Fill in your business profile before sending your first quote — this information appears on every quote and invoice your customers see.

1. Tap Settings in the bottom navigation.
2. Under Branding, tap the camera icon to upload your logo (optional), then type your Business name.
3. Under Contact, add your address, phone number, and email.
4. If VAT-registered, add your VAT number — for example, GB123456789.
5. Under Payment, add a payment link (Stripe, GoCardless, or PayPal) and your bank details. Both appear on invoices.
6. Tap Save profile.

2. Your dashboard

What you see when you log in

The dashboard is the home screen. At the top you will see your business name, three summary figures (Outstanding, Paid this month, and Total), and a New button to start a quote.

Below the header are two sections: Needs Attention and Recent.

Needs Attention

This section shows quotes that need action from you:

• Invoiced quotes — waiting to be paid. Tap Mark paid.
• Sent quotes — customer has not yet accepted. Tap Chase to send a WhatsApp reminder.
• Accepted quotes with a deposit outstanding — tap Mark deposit paid.

Check this section every morning. It surfaces the things most likely to need a nudge.

Recent quotes

Your last 20 quotes in date order. Each row shows the quote number, customer name, status, and total. Tap any row to open the quote.

3. Creating a quote

Adding a customer

Type the customer's name, phone number, email address, and address. The phone number is used for WhatsApp messages. If you have quoted this customer before, tap Address book to search and auto-fill their details. Tap Save to address book to store new customers for next time.

Adding line items

Tap Add line to add a row. Each row has a Description, Quantity, and Unit price. The row total updates as you type.

Quick-add chips (Call-out, Labour, Materials, Emergency, Part) let you add common items instantly. After a few quotes, Autocomplete suggests items you have used before with their last price pre-filled.

Setting a deposit

Choose 0%, 25%, 50%, 100%, or tap Custom to enter any percentage between 1 and 99. The deposit amount in pounds is shown below the selector.

VAT toggle

Toggle Charge VAT (20%) on if you are VAT-registered. The subtotal, VAT amount, and total update immediately.

Save Draft / Preview / Send

• Save Draft — saves locally and returns to the dashboard. Use this if you are not ready to send yet.
• Preview — saves and takes you to the quote detail screen so you can review before sending. Stays as a draft.
• Send — saves, marks as Sent, and immediately opens the share flow.

4. Sending a quote to a customer

How to send

From the quote detail screen, tap Send quote. This prepares a pre-written message containing the customer's name, quote number, total, deposit amount (if set), a signing link, and your payment link. Tap WhatsApp to send it directly, or use the system share sheet for any other app.

What the customer sees

Your customer taps the link and lands on a page showing your business name and logo, the quote number, total, deposit due, a full breakdown of every line item, and a Sign & accept form. No login or app download required.

How the customer accepts

1. The customer types their full name.
2. Signs in the signature box using their finger.
3. Taps Accept & sign.

The quote status changes to Accepted. If the customer does not want to proceed, they can tap Decline quote and the status changes to Cancelled.

5. Quote statuses explained

Every quote moves through a series of statuses as work progresses.

Advance a quote through stages from the Status section on the quote detail screen.

6. Chasing an unpaid quote

If a quote has been sent but the customer has not responded, the Needs Attention section shows a Chase button next to it. Tapping Chase opens a pre-written WhatsApp reminder message addressed to the customer by name, referencing the quote number and total.

You can also chase from inside the quote detail screen — if the quote is overdue (more than 7 days since you sent it), a banner appears at the top with a Send WhatsApp reminder button. The quote records when you last sent a reminder so you can see at a glance whether you have chased it already.

7. Going Pro

How to upgrade

1. Go to Settings.
2. Scroll to Account and make sure you are signed in.
3. Tap Upgrade to Pro — £6/mo.
4. Complete the secure Stripe checkout. Pro activates immediately.

To cancel or update your payment method, tap Manage subscription in Settings → Account. Cancellation takes effect at the end of your billing period.

Cloud sync

On Pro, your quotes, customers, and saved items are automatically synced to the cloud. If you lose your phone, your data is safe. Sign in on any device to access your full account. You can still take a manual backup at any time from Settings → Backup.

8. Xero integration (Pro)

Push a completed invoice directly to your Xero account as a draft — no rekeying.

Connecting Xero

1. Go to Settings and scroll to Accounting.
2. Tap Connect Xero. You are taken to Xero's login page.
3. Sign in to Xero and grant TradeQuote permission to create invoices.
4. You are returned to Settings and the section shows your Xero organisation name.

Sending an invoice to Xero

1. Open a quote with status Sent, Accepted, Invoiced, or Paid.
2. Scroll to the Xero section.
3. Tap Send to Xero.

TradeQuote creates a draft invoice in Xero with all line items, quantities, prices, and VAT pre-filled. You can review and approve the draft in Xero before it goes to the customer.

Disconnecting

Go to Settings → Accounting and tap Disconnect. This removes TradeQuote's access to Xero. Your existing invoices in Xero are not affected.

9. Tips