Help
How to do things in grafter.ly
Step-by-step walkthroughs of every part of the job, from the first forwarded enquiry to the money landing. Each one takes a couple of minutes to read.
Getting started
Start with one real enquiry
The first fifteen minutes: forward an enquiry or add a job, send a quote, and decide what to connect later.
Import your jobs from a spreadsheet
Upload a CSV or Excel export, check every row, and bring your existing work in — nothing is created until you confirm.
Your directory page, and the enquiry form on it
What goes on your public page, how the enquiry form reaches you, where to put the link, and why your street address stays off it unless you say otherwise.
Enquiries and jobs
Forward an enquiry email and it becomes a job
Where to find your grafter.ly address, what happens after you forward an email, and what to check before you quote.
See what the enquiry already answered, and ask for the rest
How a job gets matched to a job type, what the Still need list means, how Ask the customer works, and how a customer books a visit when the job needs a look first.
Add a job yourself
Create a job from a phone call, a text or a doorstep conversation — it takes under a minute.
Link a customer to a job
Why a job needs a customer, how to link one, and how to avoid duplicate customer records.
Send a guide price before you visit
A price range, sent from the job, so a trip that isn't worth making doesn't get made.
Photos on a job, including with no signal
Take photos on site one-handed. With no coverage they queue on the phone and upload when you're back.
Quotes
Create and send a quote
Build a quote from your price list or custom lines, check the tax, and send it for online acceptance.
Take a deposit on a quote
Set a deposit while the quote is a draft and it's requested by card the moment your customer accepts.
Price labour and materials separately
Put your time on a quote by the hour or as a fixed fee, then confirm the hours you actually did before you invoice.
What your customer sees
The quote and invoice pages your customer opens — what's on them, how accepting works, and what you see afterwards.
Invoices and payments
Raise and send an invoice
Create the invoice from the accepted quote, send it with a pay link, and let the reminders chase it.
Record a payment
Bank transfer, cash, or part-payment — how to record money against an invoice and what the statuses mean.
Your week
Put a job in the week
Give a job a date, a morning or afternoon, and how long you think it'll take — and see when a day is too full.
Work that comes back round
The annual check, the quarterly visit, the monthly clean — set the clock once and the next job raises itself when it's due.
Money and tax
Record what a job cost you
Put the counter purchase against the job, keep the receipt, and see what's left after you've been paid.
Check your VAT quarter
What you've charged, what you've paid out, and the difference — including on the Flat Rate Scheme.
CIS and the domestic reverse charge
Take CIS off the labour on an invoice, and apply the reverse charge when you're invoicing another contractor.
Your team
Add someone to your account
An admin does everything but the billing. Crew see their jobs, the week and the photos, and never see prices.
Stripe and Xero
Connect Stripe for card payments
Connect once and every invoice carries a pay-by-card link. The money goes straight to your account.
Connect Xero
Sent invoices push to Xero on their own; payments recorded in Xero flow back. Nobody types the same invoice twice.
Try it on your next enquiry.
Set it up yourself in minutes. No sales call, no card, no drip emails.
30 days free, then £25 a month. No card details to start.