Frequently asked questions

On The Tools Pro is job management software built for UK trades businesses — plumbers, builders, roofers, heating engineers, electricians, handymen and more. It handles customers, quotes, jobs, invoices and payment chasing from one place, so you spend less time on admin and more time earning. The built-in quote calculator helps you price every job based on your real costs — so you always know what to charge and where your margin sits. One flat monthly price. Everything included. No upgrade pressure and no usage charges.

Around three minutes. Sign up, run the short setup wizard to enter your trading name, business type, contact details and VAT status, and you can send your first branded estimate the same day.

No. On The Tools Pro runs in any modern web browser. There is nothing to download and no separate app to install.

Yes. Every screen is designed mobile-first so you can quote from your van, log notes on site, and email an invoice from the customer's driveway.

Add the job, list the materials and labour, then open the estimate PDF and email it straight to the customer. You can choose between a print-friendly variant and a branded variant with your logo and trade colour.

Yes. Add new line items to a job that is already in progress and reprint the estimate or invoice. This is the standard "tea and biscuits" scenario — customer asks for an extra job on site and you can give them an updated price before you leave.

Enter your target daily rate, monthly overheads and a few other figures in Financial Settings once, and the calculator does the rest. Open it from any job and you see your break-even price, a suggested price, your take-home after tax, and your working margin. Drag the price slider up or down to see exactly what each price means for your pocket. If a customer tells you a competitor quoted less, set the slider to that number and see instantly whether you can match it profitably — or why you cannot.

Update the job status to Accepted and it moves into your scheduling queue. From there you can book it into the calendar, mark it as in progress, and finally invoice and mark it paid.

Yes. Every job can produce a worksheet PDF for the engineer on site, with space for notes and a customer sign-off box. Worksheets are internal commercial documents and contain no pricing.

Open the job, add a payment with the date, amount and payment method, and the outstanding balance updates automatically. The invoice PDF shows what has been paid and what is still due.

Yes. Upload your logo in Settings → Logo and it appears on every estimate, invoice, receipt and worksheet you produce. Brand colour is driven by your trade type and applies automatically.

A UK invoice needs your business name, trading address, a unique sequential invoice number, the date, a clear description of work, and the amount. If you are VAT registered you must also show your VAT number and the VAT rate. On The Tools Pro fills all of this in for you from your settings.

Yes. Estimate terms, receipt thank-you wording and worksheet sign-off declarations are all editable in Settings → Documents. Use placeholders like {validity_days} to keep them dynamic.

Yes. Limited companies must show their full registered name, company number and registered office on invoices. Enter these once in Settings → Legal and they appear on every document with the correct two-line footer format.

No. On The Tools Pro produces commercial business documents — estimates, invoices, receipts and worksheets. It does not generate regulatory compliance certificates such as Gas Safe records, Electrical Installation Certificates (EICs), Building Regulations Completion Certificates or similar scheme-specific documents. Those remain the responsibility of the relevant registered scheme. Gas Safe engineers, electricians and other certified tradespeople can use On The Tools Pro for their day-to-day business management alongside their compliance obligations.

The job appears on the Overdue Payments dashboard the day after its due date passes. From there you can send a Level 1, Level 2 or Level 3 payment reminder with one click.

Yes. Set your reminder intervals in Settings → Chasers and the app will send reminders on schedule. You can also send them manually from the job or from the Overdue Payments page.

Three: a friendly reminder (Level 1), a firmer request (Level 2), and a final notice with legal language (Level 3). After Level 3 the app stops chasing automatically — escalation beyond that point is your decision.

Yes. The Overdue Payments page includes a calendar view colour-coded by reminder level so you can see at a glance who has been chased, when, and how firmly.

On The Tools Pro is £29.99 per month. That is one price, with everything included — the quote calculator, payment chasers, team management, customer portal and all document types. There are no add-ons, no usage charges, and no pressure to upgrade.

Yes. Every new account starts with a 30-day free trial with full access to every feature. No card details are required to start.

Yes. Subscriptions are month-to-month with no minimum term. Cancel from Settings → Billing and you keep access until the end of your current billing period.

Early subscribers lock in the current price for as long as they remain subscribed. We will always give existing customers at least 60 days notice before any pricing change.

Yes. Every business on On The Tools Pro is fully isolated from every other — your customers, jobs and invoices are visible only to your account. Data is encrypted in transit and backed up daily.

Yes. Add team members in Settings → Users, assign them to jobs, and choose whether each one is an admin or an employee. Employees see only what they need to do their job.

Two-factor authentication adds a second login step using a code from an app on your phone (such as Google Authenticator). Strongly recommended for any business handling customer data — turn it on in Settings → Security.

Your data is retained for 30 days after cancellation so you can re-subscribe without losing anything. After 30 days it is permanently deleted. You can export your customer and job data at any time before cancelling.