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General account settings
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Yes
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Your key settings reflect how your business operates
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Invoice state set
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No
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Jobs stay open after invoicing — enable invoice states for automation.
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Payment advice entered
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No
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Payment details are missing — this may delay cashflow.
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New menu activated
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Yes
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You’re using the new navigation for faster access.
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Tasks setup
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Yes
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Tasks are set up as a solid foundation for quoting and reporting.
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Costs setup
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Yes
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Costs are set up for accurate expense tracking
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Tasks billable rate setup
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No
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Some tasks have zero billable rates — inconsistent or wrong rates may be used on invoices.
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Tasks base rate setup
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Yes
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Base rates are set up — job costing is accurate.
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Job templates setup
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Yes
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Job templates streamline setup and ensure consistency.
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Roles setup
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Yes
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Roles are assigned for faster onboarding and clarity.
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No pending invites
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No
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Some pending invites — staff access and timesheets may be incomplete.
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Capacity configured
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No
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Staff capacity not configured — an opportunity to measure productivity and get more accurate KPIs.
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Base and billable rates set up
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No
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Some staff missing rates — profitability reporting may be wrong.
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Timesheets entered
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No
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Missing timesheets — effort and profitability can’t be tracked accurately.
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Assigned to jobs
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No
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Jobs without staff assigned — no visibility of ownership.
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Quotes used
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No
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No quotes created — harder to compare planned vs actual outcomes.
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Invoices used
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Yes
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Invoices are issued regularly to ensure billing is up to date.
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Xero integration setup
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Yes
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Invoices flow automatically into Xero.
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Xero integration payment automation enabled
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Yes
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Payments sync back from Xero for accurate balances.
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Job Financial Summary used
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Yes
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Job profitability checked regularly.
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Monthly Profit Report used
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No
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Not tracked — you may miss unprofitable clients.
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Favourite reports marked
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No
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No favourite reports — finding insights takes longer.
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Custom reports setup
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Yes
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Custom reports tailored to your business are in use.
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Not excessive cost list
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Yes
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Cost list is tidy and easy to use.
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Not excessive task list
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Yes
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Task list is clean and streamlined.
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No draft/expired quotes
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Yes
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Quotes are kept current with no unnecessary drafts.
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No draft invoices
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Yes
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Invoices are finalised promptly.
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No overdue invoices
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No
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High proportion of overdue invoices — cashflow may be at risk.
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No invoice export errors
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Yes
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Invoices export cleanly without errors.
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No bill export errors
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Yes
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Bills export correctly without issues.
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No overdue jobs
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No
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Too many overdue jobs — clutter builds up and reporting becomes unreliable.
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No duplicate clients and contacts
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Yes
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Client and contact list is clean and reliable
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No unassigned emails in collaboration manager
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Yes
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Emails are correctly linked to jobs or contacts.
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Total work-in-progress reasonable
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No
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Excessive WIP — cashflow planning may be inaccurate.
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No unreceipted purchase orders
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Yes
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All purchase orders receipted correctly.
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Lock dates
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No
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No lock dates — past reports could be altered.
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Job statuses colour coded
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Yes
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Job statuses are colour coded for quick visibility.
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Dashboard customisation
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Yes
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Dashboard is customised for quick insights.
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Custom print templates
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No
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No custom templates — an opportunity to customise your documents and make them look on brand
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Favourite clients/suppliers
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No
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No favourites marked — job, quote and PO entry takes longer.
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Job Manager view
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No
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Job Manager not customised — harder to spot important information.
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Email settings
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No
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Email settings not customised — you can add a template to make messages more tailored.
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Logo
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No
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No logo uploaded — client-facing documents look unbranded.
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Profile settings (row count etc)
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Yes
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Profile settings customised for better usability.
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Recurring jobs used
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Yes
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Recurring jobs automate repeatable work.
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Milestones
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Yes
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Milestones provide clear project checkpoints.
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Phases
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Yes
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Phases add structure to complex jobs.
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Notifications
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Yes
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Notifications keep staff updated automatically.
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Custom fields
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No
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Custom fields not created — you could capture additional data that’s unique to your business.
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Collaboration Manager
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Yes
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Collaboration manager centralises client communication.
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Document storage
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Yes
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Documents stored directly against jobs.
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DMS
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No
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DMS not enabled — you could upgrade file storage for more structured document management.
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Job categories setup
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Yes
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Job categories improve reporting visibility.
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Leads
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No
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Leads module not in use — you could track prospects before they become jobs
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Purchase orders used
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Yes
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POs track committed spend against jobs.
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MFA setup
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Yes
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MFA protects sensitive data with added security.
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To-do list used
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Yes
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To-dos track small tasks for staff.
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Client types used
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No
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Client types not set — you could use them to standardise payment terms and apply consistent markups
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Pay now enabled with Airwallex
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No
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Pay Now not enabled — you could make it easier for clients to pay invoices instantly.
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Custom Xero account codes & tracking
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Yes
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Custom account codes align reporting with Xero.
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Custom rates used
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No
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No custom rates applied — you could set them up for flexibility on unique jobs.
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