Health Check

Setup & Configuration	Status	Feedback
General account settings	No	Defaults may still be in place — let’s review your setup together.
Invoice state set	No	Jobs stay open after invoicing — enable invoice states for automation.
Payment advice entered	No	Payment details are missing — this may delay cashflow.
New menu activated	No	You’re still on the old menu — switch to the new layout for easier navigation.
Jobs & Tasks
Tasks setup	No	No tasks set up — define your services clearly for accurate 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	No	Some tasks have zero base rates — profitability projections may be misleading.
Job templates setup	Yes	Job templates streamline setup and ensure consistency.
Staff & Timesheets
Roles setup	No	No roles set — each staff permissions must be set up manually, slowing you down.
No pending invites	Yes	All invited staff are onboarded and active.
Capacity configured	Yes	Staff capacity is set — you can track productivity and run accurate KPI reports.
Base and billable rates set up	No	Some staff missing rates — profitability reporting may be wrong.
Timesheets entered	No	Missing timesheets — effort and profitability can’t be tracked accurately.
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	No	No invoices issued — work may not be billed or tracked.
Xero integration setup	No	Invoices not synced — manual entry may cause errors
Xero integration payment automation enabled	No	Payments don’t sync — outstanding balances may be unreliable.
Reporting
Job Financial Summary used	No	Not tracked — you may miss unprofitable jobs.
Monthly Profit Report used	No	Not tracked — you may miss unprofitable clients.
Favourite reports marked	No	No favourite reports — finding insights takes longer.
Custom reports setup	No	No custom reports — insights may be limited to generic views
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	No	Too many draft invoices — billing may be delayed.
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	No	Duplicates exist — this creates confusion and bad data.
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	No	Unreceipted POs create mismatches in supplier billing.
Lock dates	No	No lock dates — past reports could be altered.
Visual Usability
Job statuses colour coded	Yes	Job statuses are colour coded for quick visibility.
Dashboard customisation	No	Default dashboard only — harder to focus on what matters.
Custom print templates	No	No custom templates — an opportunity to customise your documents and make them look on brand
Favourite clients/suppliers	No	No favourites marked — job, quote and PO entry takes longer.
Job Manager view	No	Job Manager not customised — harder to spot important information.
Email settings	No	Email settings not customised — you can add a template to make messages more tailored.
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	Yes	Milestones provide clear project checkpoints.
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	No	Job categories not set — an opportunity to improve reporting insights
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	No	Client types not set — you could use them to standardise payment terms and apply consistent markups
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	No	No custom rates applied — you could set them up for flexibility on unique jobs.

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