The Essential Job Checklist Every Trade Should Use
The Essential Job Checklist Every Trade Should Use
Most trades don’t need fancy systems or complicated processes — they just need one simple checklist that keeps jobs tidy and stops things slipping through the cracks.
Whether you're a sparkie, plumber, handyman, roofer, heating engineer, or landscaper, this checklist will help you:
- stay organised
- avoid callbacks
- charge properly
- keep clean records
- look professional
- finish jobs confidently
Here’s the full breakdown of what every job should include.
1. Customer Details (Before You Go)
Before you even get in the van, make sure you have:
- Customer name
- Phone number
- Full address
- Access instructions
- Parking info
- Job description
- Photos (if the customer sent any)
- Quoted price / expected cost
- Appointment date & time
If you’re going blind into a job, you’re guaranteed to waste time.
2. Job Information (On Arrival)
Once you're on site, confirm:
- What the customer wants
- What the issue actually is
- Any other problems they mention
- What work needs doing
- Any parts you're likely to need
- Any safety risks
Customers often explain jobs badly — confirming details saves you hours of grief later.
3. Photos (Before, During, After)
Photos protect YOU.
Take these every time:
Before photos
- show condition
- prove you didn’t cause damage
- document the problem
During photos
- wiring
- pipework
- internals of appliances
- any hidden work
After photos
- the finished job
- cleaned workspace
- replaced parts
- safety devices reinstalled
If anything goes wrong later, these photos save your arse.
4. Materials Used (Track Everything)
Trades lose thousands every year by forgetting materials.
Record:
- Parts used
- Consumables
- Small fittings
- Sealants
- Screws, washers, clips, connectors
- Any materials bought on the job
If it leaves your van or the shop — it goes on the invoice.
Always.
5. Labour Logged (In the Moment)
Don’t rely on memory.
Log:
- Arrival time
- Start time
- Finish time
- Breaks
- Additional visits
- Extra work requested
The difference between “1 hour” and “1 hour 45” adds up fast.
6. Safety Checks (If Relevant)
Depending on your trade, confirm:
- power isolated
- gas safe steps taken
- hot surfaces checked
- water pressure stable
- fixings secure
- area safe for customer
- compliance forms done
Anything safety-related should be noted and photographed.
7. Extra Requests (Charge for These)
The dreaded phrase:
“While you’re here…”
Extra work = extra money.
Write down:
- what they asked
- how long it took
- any extra materials used
- what you charged
If you don’t write it down NOW, you won’t bill it later.
8. Customer Notes
These help massively for future work.
Record:
- behaviour of equipment
- customer preferences
- access issues
- unusual set-ups
- previous work you noticed
- anything likely to cause future issues
This builds trust and professionalism.
9. Invoice Info (End of Job)
Before leaving, make sure you know:
- What you’re billing for
- Labour time
- Materials
- Call-out fee
- Extras
- Agreed price (if fixed)
Having this clear means faster invoices — and faster payment.
The Full Checklist (Copy & Save)
Here’s the whole thing in one list:
Customer Details
- Name
- Phone
- Address
- Access
- Parking
- Job description
- Photos
- Appointment time
On Arrival
- Confirm problem
- Outline work needed
- Identify required parts
- Note risks
Photos
- Before
- During
- After
Materials
- Parts
- Consumables
- Fittings
- Purchased items
Labour
- Arrival time
- Start
- Finish
- Extra visits
- Extra work
Safety
- Isolation
- Compliance
- Stability checks
Extras
- Additional tasks
- Time spent
- Cost
Customer Notes
- Behaviour of system
- Preferences
- Access issues
- Future recommendations
Invoice
- Labour
- Materials
- Call-out
- Extras
- Total
How Clearwork Makes This Easy
Clearwork is built around this exact checklist:
- Jobs
- Photos
- Labour
- Materials
- Notes
- Customers
- Safety
- Invoices
Everything is stored, organised, and linked to the right job automatically.
No more forgetting things.
No more digging for photos.
No more “I’ll add that later.”
Just a clean, simple workflow that keeps your business professional.
If you want, I can also generate:
- a downloadable PDF version of this checklist
- a printable one-page version
- a “checklist template” page you can link from your blog
Just let me know.
– Brandon