Hey Tradies! Podcast

Terms of Trade: If You Don’t Set the Rules, Your Customers Will

A local Facebook post about paying tradies invoices sparked a huge debate online this week — and honestly, it highlighted a massive issue for small trade businesses.

Some people argued:

"If the invoice says 14-day terms, I’ll pay on day 14."

Others said:

"Pay tradies immediately — small businesses are struggling."

And the reality is… both sides have a point.

In this episode, Amanda talks about why terms of trade matter so much for tradies, why cashflow pressure hits small businesses hard, and how setting clear payment expectations upfront can completely change your business.

Because at the end of the day, you get to choose the terms you work under.

In this episode:

• Why terms of trade matter more than most tradies realise
• The Facebook post that sparked a heated local debate
• Why customers paying on the due date isn’t technically “wrong”
• The difference between cashflow pressure for small businesses vs larger companies
• Why tradies need to stop avoiding payment conversations
• Payment on completion vs 7-day or 14-day terms
• Why deposits protect your cashflow
• Service fees and minimum callout charges
• Setting payment expectations before the work starts
• Why systems only work if you actually enforce them
• The link between poor payment systems and cashflow stress
• How better communication reduces payment issues

Key takeaway

If customers are constantly paying late, sometimes the issue isn’t the customer — it’s the process.

Clear payment expectations, deposits, stronger systems, and better communication can massively improve your cashflow and reduce stress.

Because you are allowed to decide the terms you work under.

Action step

This week, review your terms of trade.

Ask yourself:

✔ Are they clear?

✔ Are they realistic?

✔ Are you communicating them upfront?

✔ Should you require deposits?

✔ Should you move to payment on completion for maintenance work?

✔ Do your invoices clearly state payment expectations?

Small changes to your payment process can make a huge difference to cashflow.

Work With Virtual Coastie

Monthly Admin & Bookkeeping Support

Need help tightening up your invoicing, payment processes, accounts receivable, or admin systems? We help tradies get organised and get paid faster.

Fergus Setup & Implementation

Get Fergus working properly with workflows and systems that help your team stay on top of jobs, invoicing, and communication.

Fergus Power Hour

Need help reviewing your cashflow systems, payment terms, or admin processes? Book a practical working session with Amanda.

Learn more at www.virtualcoastie.co.nz

If I Asked You What Your Most Profitable Job Type Is... Would You Actually Know?

Most tradies know what keeps them busy.

Far fewer know what actually makes them money.

In this episode, Amanda walks through one of the most powerful questions you can ask yourself as a trade business owner:

What is your most profitable type of job?

Not the biggest invoice.

Not the job that takes the longest.

Not the work that keeps the team busy.

The work that consistently delivers strong margins, gets completed efficiently, gets invoiced quickly, and puts money in the bank.

Using Fergus as an example, Amanda explains how to start identifying patterns in your business, uncover your most profitable work, and use systems to do more of it.

In this episode:

• Why bigger revenue doesn't always mean bigger profit
• The difference between staying busy and running a profitable business
• How to use the Fergus WIP Report to identify patterns
• Using Groups in Fergus to categorise different job types
• Comparing maintenance work, project work, callouts, and recurring jobs
• Why some jobs create more stress than profit
• Understanding the difference between job gross profit and business profit
• Why labour rates need to recover overheads
• The hidden costs many tradies forget to include
• How repeatable work becomes more efficient over time
• Using Fergus Templates to reduce admin and improve consistency
• Why specialisation can improve profitability and referrals
• The real cost of callbacks and rework
• How to start making decisions based on data rather than gut feel

Key takeaway

You probably don't need more jobs.

You need more of the right jobs.

The businesses that understand which work creates the best margins, runs smoothly, and can be systemised are often the businesses that grow faster with less stress.

Because when you know what makes you money, you can intentionally do more of it.

Action Step

This week:

✔ Pull up your Fergus WIP Report for the last month

✔ Look for patterns in your job types

✔ Start categorising jobs using Fergus Groups

✔ Identify which jobs:

• Make the best margins
• Get invoiced quickly
• Get paid quickly
• Create the least stress
• Have the fewest callbacks

Remember:

You can't improve what you're not tracking.

Free Profitability Calculator

Amanda is currently building a free profitability calculator to help tradies better understand:

• Labour recovery
• Gross profit margins
• Overhead recovery
• Profitable job types
• Where the real money is being made

Download the calculator using the link here.

What Should Happen From the Moment a Lead Comes In

What happens when someone finds your business online and calls you?

Do they get an answer?

A voicemail?

A text?

Or do they just ring the next tradie on the list?

Because for residential maintenance work especially, speed matters.

Customers searching “electrician near me” or “plumber near me” are often calling multiple businesses, and the tradie who responds quickly, communicates clearly, and makes it easy to book usually wins the work.

In this episode, Amanda breaks down the ideal lead handling process from the moment an enquiry comes in — because if you’re spending money on Google Ads, SEO, websites, signage, or reviews but dropping the ball once someone contacts you, you’re leaking work.

In this episode:

• Why speed wins with residential maintenance leads
• The real cost of missed calls
• Why most people won’t leave a voicemail
• How automated missed call text messages can save lost leads
• What your voicemail should actually say
• The information you should capture for every lead
• How to qualify leads and avoid wasting time on tyre kickers
• Why photos can save unnecessary site visits
• Why slow quotes lose jobs
• The importance of quote follow-up
• Setting payment expectations upfront
• Deposits and protecting your cashflow
• Creating a smooth customer experience from booking to payment
• Why Google reviews matter for future leads
• When it might be time to introduce a CRM

Key takeaway

You probably don’t need more leads.

You need a better process for handling the ones you’re already getting.

Fast response, clear communication, and consistent follow-up can make a massive difference to your conversion rate.

Because there’s no point paying for leads if they’re slipping through the cracks.

Action step

Set up one automated missed call text message this week.

Include:

✔ A quick apology

✔ A short explanation

✔ A link to your enquiry form or website

That one simple system could save you lost jobs immediately.

Work With Virtual Coastie

Monthly Admin & Business Support

If leads are slipping through the cracks, we can help tighten up your admin systems, enquiry handling, quoting workflows, and customer communication.

Fergus Setup & Implementation

Make the most of Fergus with practical setup and systems that help your team move faster and stay organised.

Fergus Power Hour

Need help reviewing your lead handling process or setting up better workflows? Book a practical working session with Amanda.

Learn more at www.virtualcoastie.co.nz

Why “I’ll Just Do It Myself” Is Costing You More Than You Think

Still doing all the admin yourself because it feels quicker?

This episode is your reality check.

If your evenings are disappearing into invoicing, supplier bills, emails, scheduling, chasing payments, or quote follow-up… you’re not alone.

A lot of tradies hang onto admin tasks way longer than they should — not because they want to, but because it feels easier, cheaper, or “quicker” to just do it themselves.

But as your business grows, that approach becomes the bottleneck.

More work creates more paperwork.

More team means more scheduling, communication, invoices, supplier bills, and admin.

And if you’re still trying to do it all yourself after hours or on weekends, the business starts taking more from you than it gives back.

In this episode, Amanda talks through the admin tasks tradies hang onto for too long, the emotional reasons behind it, and how to start taking back control.

In this episode:

• The biggest lie tradies tell themselves: “It’s quicker if I just do it myself”
• Why “I can’t afford help” might actually be costing you more
• The night and weekend admin trap
• Why delayed invoicing kills cashflow
• Inbox chaos and missed opportunities
• Quote follow-up (and the money sitting there waiting)
• Supplier invoice entry and visibility over your numbers
• Scheduling stress once you’ve got a team
• Why tradies hate chasing debtors
• The emotional side of delegation: control, trust, guilt, and perfectionism
• When it’s actually time to get help

Key takeaway

Just because you can do it yourself doesn’t mean you should.

As your business grows, doing everything yourself stops being efficient and starts becoming the thing holding your business back.

Your time is better spent running the business — not buried in admin at 10pm.

Action step

This week, write down every admin task you do.

Then circle the ones that:

✔ you hate doing

✔ delay cash coming in

✔ someone else could probably do

✔ you only keep doing because “it’s quicker”

That’s your delegation shortlist.

Work With Virtual Coastie

Monthly Admin & Bookkeeping Support

If you’re drowning in admin, invoicing, debtors, supplier bills, scheduling, or bookkeeping, our team can help take the pressure off and give you your evenings back.

Fergus Setup & Implementation

Get Fergus working properly with systems and workflows that actually make life easier.

Fergus Power Hour

Need help figuring out what you should stop doing, what to delegate, or how to streamline your systems? Book a practical working session with Amanda.

Learn more at www.virtualcoastie.co.nz

How to Build a Simple Weekly Financial Dashboard

Are you running your trade business off gut feel?

If the phone’s ringing, the team’s busy, and jobs are getting done, it’s easy to assume everything must be fine… but busy doesn’t always mean profitable.

In this episode, Amanda breaks down how to create a simple weekly financial dashboard so you always know where your business stands — without needing complicated spreadsheets or accountant-level reporting.

This is about having a few key numbers you check each week so you can make better decisions, reduce financial stress, and stop flying blind.

In this episode:

·        Why busy doesn’t always mean profitable

·        The danger of relying on gut feel

·        The five key numbers every trades business should review weekly

·        Why your bank balance can be misleading

·        How accounts receivable impacts cashflow

·        Why unpaid supplier bills matter

·        The importance of tracking work in progress

·        Why invoicing speed directly affects your cashflow

·        How a simple dashboard helps reduce stress and improve decision making

The five numbers to track each week:

✔ Current bank balance

✔ Accounts receivable (who owes you money)

✔ Supplier bills due

✔ Work in progress (jobs completed but not invoiced)

✔ Revenue invoiced this week

Optional bonus:

✔ A simple cashflow forecast so you know what’s coming in and going out

Action step:

This week, create your own simple financial dashboard.

Start by writing down these five numbers and reviewing them at the same time every week.

It doesn’t need to be fancy.

It just needs to give you visibility.

Because when you know your numbers, you make better business decisions.

Work With Virtual Coastie

Fergus Power Hour

Need help understanding your numbers or setting up better systems in Fergus or Xero? A Power Hour is a practical working session where we help you get clarity fast.

Monthly Admin & Bookkeeping Support

If you’re drowning in admin, invoicing, debtors, supplier bills, or bookkeeping, our team can help take the pressure off.

Fergus Setup & Implementation

Get Fergus working properly for your trade business with practical setup, workflows, and systems that actually make life easier.

Learn more at www.virtualcoastie.co.nz

Why Your GST Bill Should Never Be a Surprise

Does GST time make your stomach drop?

You’re not alone.

A lot of tradies treat GST like a surprise bill — but it doesn’t need to be that way.

In this episode, Amanda breaks down why GST causes so much stress, the simple systems that remove the panic, and how to stop accidentally spending money that belongs to IRD.

In This Episode:

• Why GST catches so many tradies out
• The false bank balance trap
• Why GST money is not your money
• Two-monthly vs six-monthly GST planning
• Simple ways to set GST money aside
• How to check your GST position in Xero
• Payment basis vs invoice basis explained simply
• What to do if you’re already behind

Key Takeaway

GST should never be a surprise.

A simple habit and a separate bank account can remove a massive amount of stress from your business.

Action Step

Log into Xero this week.

Check your GST position.

Compare it to your GST account.

If the money isn’t there, set up a process.

Work With Virtual Coastie

Fergus Power Hour

Need help understanding your GST position or setting up better systems?

Book a Power Hour and we’ll sort it together.

Monthly Admin & Bookkeeping Support

Practical support for busy tradies.

Fergus Setup & Implementation

Get your systems working properly.

www.virtualcoastie.co.nz

Why Big Tasks Feel Overwhelming (And How to Break Them Down So You Actually Get Them Done)

Got a big job in your business that keeps getting pushed out?

Sorting your systems.

Fixing your processes.

Hiring staff.

Cleaning up your admin.

Getting your numbers sorted.

You know it matters… but somehow it never gets done.

In this episode, Amanda talks about why big tasks feel overwhelming, why waiting for the “perfect time” doesn’t work, and how to break big projects down so you actually make progress.

Because good businesses aren’t built in one giant sprint — they’re built one step at a time.

In This Episode:

✔ Why tradies keep putting important tasks off

✔ The “I’ll get to it when things slow down” trap

✔ Why vague tasks feel mentally heavy

✔ A simple way to break big projects into manageable chunks

✔ Why perfection keeps you stuck

✔ How accountability helps you actually follow through

A Simple Framework

Instead of staring at one giant overwhelming job, break it down like this:

90 Days → 30 Days → 7 Days → Today

Ask yourself:

• What actually matters in the next 90 days?
• What needs to happen this month?
• What can I realistically do this week?
• What’s the very first step?

That’s how momentum starts.

Real Example

Amanda shares how Virtual Coastie is currently rebuilding its staff onboarding process.

Not by trying to “fix onboarding” in one day…

But by breaking it into stages:

Week 1: Review current process + find gaps

Week 2: Update documents + systems

Week 3: Test it with a new team member + improve it

Same project. Far less overwhelming.

Key Takeaway

Big jobs don’t get done because you magically find more time.

They get done because you:

• Break them down
• Schedule time
• Stop waiting for perfect
• Keep moving

Progress beats perfection every time.

This Week’s Action Step

Pick ONE thing you’ve been putting off.

Not ten. Just one.

Then ask:

• What’s the first step?
• What can I do this week?
• When am I doing it?

Even 30 focused minutes makes progress.

Work With Virtual Coastie

If you know what needs doing in your business but keep getting dragged back into the day-to-day, we can help.

Monthly Admin & Bookkeeping Support

Practical help to keep your business running smoothly

Fergus Setup & Implementation

Get your systems sorted properly

Fergus Power Hour

Fast help to fix bottlenecks and get unstuck

👉 www.virtualcoastie.co.nz

If your office staff are frustrated with the team… and your field staff are frustrated with the office… you’re not alone.

This tension shows up in a lot of trade businesses.

The office wants jobs booked, timesheets entered, invoices sent, and customers updated.

The field team wants enough time to do the job properly, less pressure, and fewer last-minute changes.

Neither side is wrong.

But when communication is poor and systems are weak, frustration builds fast.

In this episode, Amanda talks about why this tension happens, what’s really causing it, and how better systems can bring the whole team back onto the same page.

What You’ll Learn

• Why office vs field tension is so common in trade businesses
• The different pressures each side of the business is dealing with
• Why scheduling jobs still matters (even when things change on-site)
• How better communication reduces stress for everyone
• Why detailed job notes and timesheets save endless back-and-forth
• How checklists and forms can reduce costly callbacks
• Why good systems create teamwork, not conflict

The Real Problem Usually Isn’t the People

Most of the time, the issue isn’t lazy staff or bad attitudes.

It’s usually:

• Jobs taking longer than expected
• Poor communication from site
• Missing timesheets or job notes
• Last-minute rescheduling
• Office staff chasing information
• Field staff feeling overloaded
• No clear process when jobs go off track

That creates tension quickly.

What Good Looks Like

A healthier trade business looks like this:

• Jobs are scheduled clearly in your system
• Field staff flag delays early
• Office staff update customers quickly
• Timesheets are entered daily
• Job notes are detailed and accurate
• Checklists are completed before leaving site
• Everyone understands how their role helps the next person

Why Scheduling Still Matters

Even if jobs run over, scheduling inside a system like Fergus still gives visibility.

It helps:

• The office know what’s happening
• Owners spot workload pressure early
• Customers get updated sooner
• The team adjust before the day turns chaotic

Without a schedule, everyone is guessing.

Callbacks Cost Everyone

Callbacks don’t just cost time.

They create:

• Stress
• Rework
• Lost profit
• Frustrated customers
• More pressure on the team

Simple checklists, forms, and job closeout processes can reduce this massively.

Action Step This Week

Pick one area causing tension right now:

• Missing timesheets
• Poor job notes
• Jobs running over time
• Too many callbacks
• Last-minute changes

Then ask:

Is this a people problem… or a process problem?

Fix the process first.

Key Takeaway

Most office vs field tension comes from poor systems, not poor people.

When communication is clear and the right systems are in place, everyone wins:

• Less stress
• Better teamwork
• Faster invoicing
• Happier customers
• More profitable jobs

Work With Virtual Coastie

If your office feels chaotic, jobs are slipping through the cracks, or your systems aren’t supporting the team properly — this is exactly what we help tradies with.

Monthly Admin & Bookkeeping Support

Keep invoicing, admin, and operations running smoothly

Fergus Setup & Implementation

Get your scheduling, workflows, and job management sorted properly

Fergus Power Hour

One-off help to solve bottlenecks fast

www.virtualcoastie.co.nz

#13 - The Difference Between Revenue, Profit and Cash

Revenue vs Profit vs Cash

Understanding the difference between revenue, profit and cash is essential for trade business owners.

In this episode Amanda explains how these three numbers impact your financial health and why many tradies feel busy but still struggle with cash flow.

Work With Virtual Coastie

Monthly Admin & Bookkeeping Support Fergus Setup & Implementation Fergus Power Hour

Learn more at www.virtualcoastie.co.nz

#12 – How Often You Should Be Looking at Your Numbers (And What to Look At)

If you’re only looking at your numbers when GST is due or your bank account feels tight… you’re already behind.

In this episode, Amanda breaks down a simple, no-BS way to stay on top of your business numbers — without spreadsheets, stress, or spending hours on it.

This isn’t about becoming an accountant.

It’s about knowing what’s actually going on in your business so you can make better decisions.

What You’ll Learn

• How often you should actually be checking your numbers (and why weekly is the sweet spot)
• The 4 key numbers every tradie should look at each week
• Why your bank balance alone doesn’t tell the full story
• How poor visibility leads to cash flow stress (even when you’re busy)
• What to review monthly to stay in control of your business

The 4 Numbers to Check Weekly

Keep it simple — this should take you 10–15 minutes max:

1. Bank Balance
2. Know what’s in the account, what’s going out, and what’s coming in
3. Accounts Receivable (Who Owes You Money)
4. Check overdue invoices and follow up early
5. Accounts Payable (What You Owe)
6. Stay on top of supplier bills and use your payment terms properly
7. Job Costing
8. Review completed jobs — did you actually make money?

Monthly Check-In (30 mins)

Once a month, zoom out slightly:

• Profit & Loss
• Revenue for the month
• Biggest expenses
• Any patterns or issues showing up

You’re not analysing — you’re just asking:

“Did we actually make money?”

Key Takeaway

You don’t need complicated reports.

You just need regular visibility.

A simple 10-minute weekly check can:

• Reduce stress
• Improve cash flow
• Help you make better decisions
• Catch problems early

Action Step

Pick one day this week (Friday or Monday works well).

Block out 10–15 minutes and check:

• Bank balance
• Receivables
• Bills
• Job costing

That’s it. Start there.

Work With Virtual Coastie

If your numbers feel messy, unclear, or just hard to stay on top of — this is exactly what we help tradies with every day.

Monthly Admin & Bookkeeping Support

Stay on top of invoicing, cash flow, payroll, and day-to-day admin

Fergus Setup & Implementation

Get your job management system set up properly so it actually works

Fergus Power Hour

One-off session to fix issues, review your setup, or get answers fast

👉 Learn more: www.virtualcoastie.co.nz