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Tradie Job Protection Checklist
Simple checks to help protect your business from disputes, slow payments and difficult client situations.
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This checklist provides general guidance only and is not legal or compliance advice. Requirements may vary depending on your trade, state or territory and individual circumstances.
Start Here: The Five Most Important Habits
Never start work without a written, approved quote
Never do additional work without a written variation
Always take before and after photos
Always send the invoice on the day of completion
Never start a new job for a client with an overdue invoice
Part 1: Before You Take on a Client
Spotting problems before you commit is the most effective protection.
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Red Flags to Watch For
Client mentions the last tradie did a terrible job or they had to chase payment
Client wants to negotiate your quote significantly without a clear reason
Client is vague about the scope and resists putting anything in writing
Client wants work to start before a quote has been sent
Client wants to pay cash with no invoice
Something about the job feels wrong before it starts
If you tick more than one of these, think carefully before committing. A job that feels wrong at the start rarely improves once you are on site.
Part 2: Quoting and Scope
A clear quote is your first line of defence.
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Every Quote Should Include
Full scope of work written out clearly
What is included
What is not included
Price broken down clearly
Payment terms stated with an actual due date
Deposit amount included where applicable
Quote validity period stated
Quote sent through job management software and stored against the client record
Before Starting Work
Written approval received from the client
Deposit invoice raised and paid where required
Job scheduled in software with client confirmation sent
Part 3: Variations
Every change to the original scope needs a paper trail.
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Variation raised in writing before additional work starts
Variation describes the additional work clearly
Variation includes the additional cost
Client approval received in writing before proceeding
Variation stored against the original job record
“No worries, I will just send you a quick variation for that and we can get it done once you approve it.”
No approval. No work. No exceptions.
Part 4: On the Job
Good on-site habits protect you before disputes arise.
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On Arrival
Before photos taken of all relevant areas
Pre-existing damage or conditions photographed and noted
Photos date-stamped and stored against the job record
During the Job
Materials recorded against the job
Any changes to scope raised as a variation before proceeding
Work area kept tidy and safe throughout
On Completion
After photos taken
Work area cleaned up
Completed work walked through with the client
Client sign-off captured digitally or in writing
Any issues or concerns noted
Invoice sent before leaving site
Part 5: Invoicing and Payment
Get paid faster and protect yourself from non-payment.
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Every Invoice Should Include
Reference to the original quote number
Clear description of work completed
Actual due date stated, not just number of days
Payment methods accepted listed
Payment link included where possible
Invoice sent on the day of completion
Payment Protection
Automated payment reminders set at 7, 14 and 30 days overdue
Stop work policy in place for clients with overdue invoices
No new jobs started for clients who owe money
Overdue invoices followed up with a direct conversation early
Part 6: Documentation and Records
Strong records are your best protection if a dispute arises.
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For Every Job
Quote stored against the job record
Client approval stored
Variations stored with client approvals
Before and after photos stored
Client sign-off stored
Invoice stored
Relevant communication stored including texts, emails and messages
Communication Records
Phone conversations followed up with a written summary
Client text messages and emails kept
Verbal requests confirmed in writing before proceeding
Part 7: Difficult Client Situations
Having a clear response ready makes hard conversations easier.
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When Scope Starts Creeping
“I am happy to do that. Let me send you a quick variation so we are on the same page before we proceed.”
When a Client Disputes an Invoice
“I have the original approved quote, photos from completion and your sign-off here. Happy to go through them with you.”
When a Client Is Slow Paying
“Invoice [number] is now [X] days overdue. Can we sort this out today?”
When to Walk Away
Client is consistently abusive or unreasonable
Payment is significantly overdue with no clear resolution
The cost of continuing outweighs the value of the job
Some clients are not worth having. Good documentation makes it easier to move on.
Part 8: Working in Client Homes
Working inside someone’s home carries additional responsibility.
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Introduced yourself clearly before starting
Explained the work in plain language
Managed noise, dust and access throughout the job
Did not leave the property without taking photos
Left the property clean and safe
Any concerns about the client’s situation noted and handled appropriately
Part 9: Business Systems
The strongest protection is a business that runs on clear systems.
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Job management software in use for quotes, jobs, photos and invoices
All jobs scheduled and confirmed through software
Payment reminders automated
Client communication stored centrally
Regular review of outstanding invoices in place
If you are still relying on a notebook, a camera roll and invoices sent from memory, fixing the systems is the most effective thing you can do to protect your business.
Quick Reference: Never Do These Things
Start work without a written, approved quote
Do additional work without a signed variation
Leave site without taking before and after photos
Rely on a verbal agreement as your only record
Continue work for a client with an overdue invoice
Agree to changes on the phone without following up in writing