Health Check

Setup & Configuration	Status	Feedback
General account settings	Yes	Your key settings reflect how your business operates
Invoice state set	Yes	Jobs automatically close once invoiced.
Payment advice entered	Yes	Clients can clearly see how to pay you.
New menu activated	No	You’re still on the old menu — switch to the new layout for easier navigation.
Jobs & Tasks
Tasks setup	Yes	Tasks are set up as a solid foundation for quoting and reporting.
Costs setup	Yes	Costs are set up for accurate expense tracking
Tasks billable rate setup	No	Some tasks have zero billable rates — inconsistent or wrong rates may be used on invoices.
Tasks base rate setup	Yes	Base rates are set up — job costing is accurate.
Job templates setup	Yes	Job templates streamline setup and ensure consistency.
Staff & Timesheets
Roles setup	Yes	Roles are assigned for faster onboarding and clarity.
No pending invites	Yes	All invited staff are onboarded and active.
Capacity configured	No	Staff capacity not configured — an opportunity to measure productivity and get more accurate KPIs.
Base and billable rates set up	No	Some staff missing rates — profitability reporting may be wrong.
Timesheets entered	Yes	Staff are logging time consistently.
Assigned to jobs	No	Jobs without staff assigned — no visibility of ownership.
Quoting & Invoicing
Quotes used	No	No quotes created — harder to compare planned vs actual outcomes.
Invoices used	Yes	Invoices are issued regularly to ensure billing is up to date.
Xero integration setup	Yes	Invoices flow automatically into Xero.
Xero integration payment automation enabled	Yes	Payments sync back from Xero for accurate balances.
Reporting
Job Financial Summary used	No	Not tracked — you may miss unprofitable jobs.
Monthly Profit Report used	Yes	Client profitability checked regularly.
Favourite reports marked	Yes	Favourite reports make insights quicker to access.
Custom reports setup	Yes	Custom reports tailored to your business are in use.
Data Quality
Not excessive cost list	No	Too many unused costs — entry is harder.
Not excessive task list	No	Too many unused tasks — job and quote entry is harder.
No draft/expired quotes	No	Many draft or expired quotes — pipeline accuracy is unclear.
No draft invoices	Yes	Invoices are finalised promptly.
No overdue invoices	No	High proportion of overdue invoices — cashflow may be at risk.
No invoice export errors	No	Export errors prevent reliable syncing to Xero.
No bill export errors	No	Export errors prevent reliable syncing to Xero.
No overdue jobs	No	Too many overdue jobs — clutter builds up and reporting becomes unreliable.
No duplicate clients and contacts	Yes	Client and contact list is clean and reliable
No unassigned emails in collaboration manager	No	Unassigned emails reduce visibility of communication.
Total work-in-progress reasonable	No	Excessive WIP — cashflow planning may be inaccurate.
No unreceipted purchase orders	Yes	All purchase orders receipted correctly.
Lock dates	No	No lock dates — past reports could be altered.
Visual Usability
Job statuses colour coded	No	Job statuses lack colour — harder to scan job progress.
Dashboard customisation	Yes	Dashboard is customised for quick insights.
Custom print templates	No	No custom templates — an opportunity to customise your documents and make them look on brand
Favourite clients/suppliers	Yes	Favourites make data entry faster in dropdowns.
Job Manager view	No	Job Manager not customised — harder to spot important information.
Email settings	Yes	Email settings customised — your messages use consistent templates.
Logo	No	No logo uploaded — client-facing documents look unbranded.
Profile settings (row count etc)	Yes	Profile settings customised for better usability.
Advanced Tools
Recurring jobs used	No	No recurring jobs — repetitive work must be created manually.
Milestones	No	Milestones not set up — you could use them to add clearer checkpoints to projects.
Phases	Yes	Phases add structure to complex jobs.
Notifications	No	No notifications — staff may miss updates.
Custom fields	No	Custom fields not created — you could capture additional data that’s unique to your business.
Collaboration Manager	No	Collaboration manager not in use — an option to centralise client communication in one place.
Document storage	No	No documents stored — an opportunity to keep all job files together in one place.
DMS	No	DMS not enabled — you could upgrade file storage for more structured document management.
Job categories setup	Yes	Job categories improve reporting visibility.
Leads	No	Leads module not in use — you could track prospects before they become jobs
Purchase orders used	Yes	POs track committed spend against jobs.
MFA setup	Yes	MFA protects sensitive data with added security.
To-do list used	No	To-dos not in use — you could track small, quick tasks for better team organisation.
Client types used	Yes	Client types set — payment terms and markups are applied consistently.
Pay now enabled with Airwallex	No	Pay Now not enabled — you could make it easier for clients to pay invoices instantly.
Custom Xero account codes & tracking	Yes	Custom account codes align reporting with Xero.
Custom rates used	Yes	Custom rates applied where needed for flexibility.

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