Health Check

Setup & Configuration	Status	Feedback
General account settings	Yes	Your key settings reflect how your business operates
Invoice state set	No	Jobs stay open after invoicing — enable invoice states for automation.
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	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	Yes	Roles are assigned for faster onboarding and clarity.
No pending invites	No	Some pending invites — staff access and timesheets may be incomplete.
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	Yes	Quotes provide a baseline to track planned vs delivered work.
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	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	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	Yes	Emails are correctly linked to jobs or contacts.
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	Yes	Lock dates protect reported periods from changes.
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	Yes	Client-facing documents are branded and consistent.
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	No	Email settings not customised — you can add a template to make messages more tailored.
Logo	Yes	Your logo appears on quotes and invoices for professionalism.
Profile settings (row count etc)	No	Defaults only — user experience may be less efficient.
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	Yes	Notifications keep staff updated automatically.
Custom fields	Yes	Custom fields capture business-specific data.
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	Yes	Leads are tracked before becoming jobs.
Purchase orders used	No	Purchase orders not created — an opportunity to track committed spend against jobs more closely.
MFA setup	No	MFA not enabled — an opportunity to strengthen security and protect sensitive data.
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	Yes	Custom rates applied where needed for flexibility.

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