Description
Stop juggling messy notes, unorganised text messages, and lost invoices.
This Client Onboarding & Job Management System is an all-in-one spreadsheet designed specifically for local service businesses and independent trades. Take every customer seamlessly from initial lead intake to professional quote, scheduled dispatch, job completion, and paid invoice—all inside one connected workbook.
No monthly software fees or complicated subscriptions. Just a clean, automated workflow.
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WHAT’S INCLUDED IN YOUR DOWNLOAD
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• 1x BLANK MASTER TEMPLATE (.xlsx): Clean, fully formatted, and formula-ready for your active business.
• 1x WORKED EXAMPLE WORKBOOK (.xlsx): Pre-filled with a sample client journey to show you exactly how data flows from quote to schedule to payment.
• 1x QUICK-START USER GUIDE (PDF): Clear setup steps, formula notes, and best practices.
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THE COMPLETE 12-IN-1 WORKFLOW
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1. INTAKE FORM: Capture new customer leads, job requests, site access details, and project notes.
2. CLIENT DIRECTORY: Maintain an organised database of contact info, addresses, and service histories.
3. SERVICES & PRICING LIST: Set your standard services, hourly rates, and base fees.
4. QUOTE BUILDER: Automatically calculates subtotals, travel fees, discounts, customizable tax, total amounts, and required deposit percentages.
5. JOB TRACKER: Track live jobs, assigned team members, estimated vs. actual hours, materials costs, extra charges, and balances due.
6. SCHEDULE & DISPATCH: Plan bookings with dates, arrival times, and status tags. Service addresses auto-populate from your client directory.
7. PAYMENTS & INVOICING: Track invoice dates, amounts received, payment dates, payment methods, and remaining balances. Automatically updates status to Paid, Part Paid, or Unpaid.
8. EXECUTIVE DASHBOARD: High-level overview displaying active clients, open quotes, scheduled jobs, revenue billed, total payments received, and outstanding balances.
9. ADMIN TASK TRACKER: Keep track of operational tasks, recurring reminders, and admin follow-ups.
10. CONFIGURATION TAB: Set your business name, currency symbol (£, $, €, etc.), and default tax rates.
11. INSTRUCTIONS TAB: In-sheet guidance covering each section of the workflow.
12. WORKED AUDIT SHEET: Complete calculation check explaining all financial logic.
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PERFECT FOR LOCAL SERVICE TRADES:
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• Cleaning & Housekeeping Businesses
• Handyman & Maintenance Contractors
• Landscaping, Lawn Care & Gardeners
• Mobile Detailing & Automotive Care
• Electricians, Plumbers & HVAC Technicians
• Mobile Pet Groomers & Dog Walkers
• Painters, Decorators & Carpet Cleaners
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SOFTWARE & SYSTEM REQUIREMENTS
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• Designed for Microsoft Excel (.XLSX) on Windows, Mac, or iPad.
• Can be imported and used in Google Sheets (ensure default locale/tax settings match your region).
• Basic spreadsheet familiarity is helpful; all formulas are pre-built and automated.
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HOW IT WORKS (INSTANT ACCESS)
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1. Complete your purchase.
2. Download your PDF Access Guide directly from your Etsy Purchases page (www.etsy.com/your/purchases).
3. Follow the link to download your organized ZIP file.
4. Open the Blank Template, customize your Config settings in 2 minutes, and start onboarding clients!
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TERMS & LICENSING
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• This is an instant DIGITAL DOWNLOAD. No physical item will be shipped.
• For personal and internal business use only. Reselling, sub-licensing, sharing, or redistributing these template files in any format is strictly prohibited.
• Due to the instant nature of digital files, sales are final. If you have any questions or need guidance, please reach out via Etsy Messages—I am always happy to help!
