Paperwork and admin work can eat up hours of your week, taking time away from actual plumbing jobs. From quoting and invoicing to tracking expenses and handling emails, admin tasks can become overwhelming if you don’t have an efficient system.
If you feel like you’re spending too much time on admin, here are practical ways to reduce paperwork and streamline your processes so you can focus on running a profitable plumbing business.
1. Switch to Digital Invoices and Quotes
If you’re still writing invoices by hand or using Word documents, you’re wasting time. Cloud-based invoicing software allows you to:
✅ Create and send professional invoices in minutes
✅ Automate payment reminders for overdue invoices
✅ Track which invoices are paid, pending, or overdue
Best Tools for Faster Invoicing & Quoting
🔹 Xero – Good for tracking finances, invoicing, and GST
🔹 QuickBooks – Great for bookkeeping and invoicing
🔹 ServiceM8 – Ideal for job management and invoicing
🔹 simPRO – Designed specifically for plumbing businesses
📌 Tip: Use templates for common job types, so you don’t have to start from scratch every time you send a quote or invoice.
2. Automate Follow-Ups and Reminders
Chasing clients for approvals, payments, or job confirmations can be frustrating and time-consuming. Instead of manually following up, use automation tools to send reminders.
✅ Send automatic follow-ups for unpaid invoices
✅ Set reminders for appointment confirmations
✅ Use scheduling software to send automated SMS reminders
Best Tools for Automated Follow-Ups
🔹 Xero & QuickBooks – Can send invoice reminders automatically
🔹 Jobber – Automates client reminders and job scheduling
🔹 ServiceM8 – Sends reminders for quotes, bookings, and invoices
📌 Tip: Most people forget to pay, rather than avoid paying. A simple automatic reminder often gets invoices paid faster.
3. Use Plumbing Job Management Software
Managing multiple plumbing jobs can get messy—especially when dealing with schedules, materials, and client details. Job management software keeps everything organized in one place, reducing the need for paper files or scattered notes.
✅ Store job details, client history, and notes in one system
✅ Schedule jobs and assign tasks without back-and-forth calls
✅ Track progress, so nothing falls through the cracks
Best Job Management Software for Plumbers
🔹 ServiceM8 – Great for small businesses, integrates with Xero & QuickBooks
🔹 simPRO – Ideal for larger plumbing companies with teams
🔹 Tradify – Simple, all-in-one job management for tradies
📌 Tip: Instead of writing job details on a notepad, store them in a job management app so you can access them anywhere, anytime.
4. Reduce Double Data Entry with Software Integration
One of the biggest time-wasters in admin work is entering the same information multiple times (e.g., copying details from a quote into an invoice, then into an expense tracker).
✅ Choose software that integrates with your existing tools
✅ Link takeoff data directly to your estimating spreadsheet
✅ Sync invoicing and accounting software to avoid re-entering numbers
Example Workflow to Reduce Admin Time
1️⃣ Do a takeoff in Planswift or CostX
2️⃣ Link it to your estimating spreadsheet (e.g., Excel)
3️⃣ Convert estimate to an invoice using Xero or QuickBooks
4️⃣ Send invoice with a click and track payments automatically
📌 Tip: The fewer times you enter the same data, the more time you save.
5. Use a Digital Expense Tracker
Tracking receipts and job expenses manually can be a nightmare. Instead of sorting through paper receipts, use a digital expense tracker to:
✅ Scan and upload receipts instantly
✅ Categorize expenses (e.g., materials, fuel, tools)
✅ Sync with accounting software for automatic tracking
Best Expense Tracking Apps
🔹 Dext (formerly Receipt Bank) – Automatically extracts data from receipts
🔹 Xero Expenses – Syncs directly with Xero accounting software
🔹 QuickBooks Self-Employed – Tracks business expenses on the go
📌 Tip: Take a quick photo of receipts instead of keeping paper copies. This way, you won’t lose important expenses at tax time.
6. Minimize Time Spent on Emails
If you’re constantly checking and replying to emails, you’re losing valuable time.
✅ Set up email templates for common responses (e.g., quote follow-ups)
✅ Use an email scheduling tool to send replies at set times
✅ Batch-process emails instead of responding all day
Example: Set Up Pre-Written Email Templates
📧 Quote Follow-Up: “Hi [Client], just checking if you had a chance to review the quote we sent. Let us know if you have any questions!”
📧 Payment Reminder: “Hi [Client], just a friendly reminder that your invoice #[XXXX] is due on [Due Date]. Please let us know if you need any assistance.”
📌 Tip: Set aside two specific times per day (e.g., 9 AM and 3 PM) to check emails instead of responding all day long.
7. Go Paperless with Cloud Storage
If you’re printing and filing every document, you’re adding unnecessary admin time. Switching to cloud storage makes it easy to:
✅ Access job files from anywhere (even on-site)
✅ Share documents with clients or team members instantly
✅ Keep everything backed up and organized
Best Cloud Storage Options
🔹 Google Drive – Free and easy for storing job files
🔹 Dropbox – Good for sharing large files
🔹 OneDrive – Syncs well with Microsoft Office
📌 Tip: Instead of printing plans, store them digitally on a tablet or phone for quick reference on-site.
8. Outsource Admin Tasks You Don’t Need to Do
Some admin tasks don’t need to be done by you personally. If you’re spending too much time on bookkeeping, scheduling, or answering calls, consider outsourcing these tasks.
✅ Hire a virtual assistant (VA) to handle emails and phone calls
✅ Use a bookkeeper or accountant for financial tasks
✅ Use an answering service so you don’t miss calls while on-site
📌 Tip: If you’re spending more time on admin than plumbing, it’s time to delegate.
Final Thoughts
Paperwork and admin can drain your time if you don’t have efficient systems in place. Here’s how to reduce admin time and focus more on plumbing work:
✅ Switch to digital invoicing and quoting to save hours each week
✅ Automate follow-ups and reminders to reduce manual chasing
✅ Use job management software to keep everything organized
✅ Integrate software to avoid double data entry
✅ Track expenses digitally to simplify tax time
✅ Minimize email time by using templates and batching responses
✅ Go paperless with cloud storage for quick access to job files
✅ Outsource admin tasks that don’t need to be done by you
By implementing these strategies, you can cut admin time significantly and spend more time on actual jobs, winning work, and growing your business.
📌 SNZ Plumbing Estimating helps plumbing contractors save time by providing accurate and efficient estimates, reducing paperwork and admin load.