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	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	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	No	Staff capacity not configured — an opportunity to measure productivity and get more accurate KPIs.
Base and billable rates set up	Yes	All staff have rates set for accurate profitability reporting.
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	Yes	Invoices are issued regularly to ensure billing is up to date.
Xero integration setup	No	Invoices not synced — manual entry may cause errors
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	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	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	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	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	No	Job statuses lack colour — harder to scan job progress.
Dashboard customisation	No	Default dashboard only — harder to focus on what matters.
Custom print templates	Yes	Client-facing documents are branded and consistent.
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	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	Yes	Recurring jobs automate repeatable work.
Milestones	No	Milestones not set up — you could use them to add clearer checkpoints to projects.
Phases	No	No phases — all work sits in one flat task and cost list.
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	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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