Quoting & Invoicing
From the first phone call to paid, without the paperwork
Quoting on the phone is guesswork, and chasing invoices eats the evenings you should have back. TradeAssist quotes callers from your rate card while you work, turns the finished job into an invoice, and syncs it to Xero with the line items already filled in. You see what you quoted against what you actually made, every time.
14-day free trial, no card required
Ballpark quotes during the call
The AI receptionist uses your rate card to give callers a sensible ballpark on the spot. Price-shoppers get an answer there and then, and you are not stopping a job to work out a figure.
Turn a job into an invoice
When the work is done, the job becomes an invoice carrying the costs and details you logged. No copying figures from one place into another.
Xero sync with line items
Invoices push to Xero with the line items intact, not as a single lump sum. Your accounts stay tidy and your accountant gets the detail they expect.
Payment status flows back
When an invoice is paid in Xero, the status comes back to TradeAssist and the job card updates. You can see what is still outstanding without opening another app.
Profit visible against the quote
The private per-job profit sits next to what you quoted, so you know whether the price held up once materials, labour and parts were in. Only you ever see it.
A clear record of quoted versus invoiced
Every job keeps what was quoted and what was finally invoiced. If a customer queries the bill, the trail is there, which makes the awkward conversations a lot shorter.
How it works
- Step 1
Set your rate card once
Put in your prices and rates at the start. The receptionist and the back-office agent both work from it, so quoting is consistent across every job.
- Step 2
The agent quotes callers instantly
When someone rings or messages, the receptionist gives a ballpark from your rate card without you lifting a finger. Real enquiries are captured with a figure already attached.
- Step 3
Approve, send, and it syncs to Xero
You check the invoice, send it, and it lands in Xero with the line items. Payment status then flows back, so the loop closes without manual chasing.
Frequently asked questions
How does it know what to quote?
You set up a rate card with your prices once. The AI receptionist uses it to give callers a ballpark figure during the call, so quoting follows your numbers rather than a stranger guessing.
Does it integrate with Xero?
Yes. Invoices sync to Xero with their line items, not as a single total, and the payment status comes back to TradeAssist when the invoice is settled. Your accounts stay in step with the work.
Can I check an invoice before it goes out?
Yes. Quotes are a ballpark to give callers a quick answer, and you approve the actual invoice before it is sent. Nothing leaves your business until you have looked at it.
Will my customers see my profit margin?
Never. The per-job profit is private and sits behind the scenes for you alone. Customers only ever see the quote and the invoice, not your costs or margin.
What does it cost?
Quoting and invoicing are part of TradeAssist. Sole Trader is £69 a month on an annual plan or £79 monthly, Growing Team is £129 a month (coming soon), and Enterprise is custom. There is a 14-day free trial with no card required.
Do I need to be VAT registered or use an accountant to set it up?
No. You can run quoting and invoicing on your own, and the Xero sync is there if you already use it. TradeAssist is UK-hosted and GDPR compliant, so your customer and financial data stays in the UK.
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