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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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Yes
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Clients can clearly see how to pay you.
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New menu activated
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No
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You’re still on the old menu — switch to the new layout for easier navigation.
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Tasks setup
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No
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No tasks set up — define your services clearly for accurate quoting and reporting.
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Costs setup
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No
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No active costs set up — job profitability reporting may be incomplete.
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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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No
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Some tasks have zero base rates — profitability projections may be misleading.
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Job templates setup
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No
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No job templates — each job and quote must be set up manually, slowing you down.
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Roles setup
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No
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No roles set — each staff permissions must be set up manually, slowing you down.
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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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No
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No invoices issued — work may not be billed or tracked.
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Xero integration setup
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No
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Invoices not synced — manual entry may cause errors
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Xero integration payment automation enabled
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No
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Payments don’t sync — outstanding balances may be unreliable.
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Job Financial Summary used
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No
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Not tracked — you may miss unprofitable jobs.
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Client profitability 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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No
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No custom reports — insights may be limited to generic views
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Not excessive cost list
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No
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Too many unused costs — entry is harder.
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Not excessive task list
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No
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Too many unused tasks — job and quote entry is harder.
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No draft/expired quotes
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No
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Many draft or expired quotes — pipeline accuracy is unclear.
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No draft invoices
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No
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Too many draft invoices — billing may be delayed.
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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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No
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Export errors prevent reliable syncing to Xero.
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No bill export errors
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No
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Export errors prevent reliable syncing to Xero.
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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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No
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Duplicates exist — this creates confusion and bad data.
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No unassigned emails in collaboration manager
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No
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Unassigned emails reduce visibility of communication.
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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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No
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Unreceipted POs create mismatches in supplier billing.
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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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No
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Job statuses lack colour — harder to scan job progress.
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Dashboard customisation
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No
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Default dashboard only — harder to focus on what matters.
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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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Visual - 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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No
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Defaults only — user experience may be less efficient.
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Recurring jobs used
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No
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No recurring jobs — repetitive work must be created manually.
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Milestones
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No
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Milestones not set up — you could use them to add clearer checkpoints to projects.
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Phases
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No
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No phases — all work sits in one flat task and cost list.
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Notifications
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No
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No notifications — staff may miss updates.
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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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Advanced - Collaboration Manager
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No
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Collaboration manager not in use — an option to centralise client communication in one place.
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Document storage
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No
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No documents stored — an opportunity to keep all job files together in one place.
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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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No
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Job categories not set — an opportunity to improve reporting insights
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Advanced - 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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No
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Purchase orders not created — an opportunity to track committed spend against jobs more closely.
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MFA setup
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No
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MFA not enabled — an opportunity to strengthen security and protect sensitive data.
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To-do list used
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No
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To-dos not in use — you could track small, quick tasks for better team organisation.
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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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No
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Custom account codes not mapped — an opportunity to get more insights
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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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