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How it works

It does the paperwork. You say yes.

Everything Adminmate does for a trade business, in the order a job happens, with the words it really sends. Anything with a price on it waits for your yes.

1 · Enquiries

Every enquiry lands in one place

A text, an email, or a call if you add call answering. It lands as a new enquiry with the job, where it is and how to reach them, and the customer hears back that it arrived.

Seconds, not the evening. The customer who rang three of you hears back from you while the other two are still on a roof.
08:02
Enquiries
NewBy text · just now
Mrs Sarah HughesNew shower and two basin taps · Penarth
Hi, could you quote for a new shower and two basin taps? Sarah Hughes, Penarth.
“Got it” reply sent by itself
Mr PatelBooked
Garden tap
Alice HendersonQuote out
Boiler service
Dean, meanwhileLoading the van. His phone stays in his pocket.
2 · Quotes

Drafted off your real prices while you drive home, ready to send with one tap.

Your day rate, your hourly rate, your job prices, your materials. If it cannot price something from what you gave it, it says so on the draft rather than inventing a number.

Text it from the van: "Quote Mrs Hughes. Fit new shower and two basin taps, one day, parts £320."
12:40
Adminmate
Quote Mrs Hughes. New shower and two basin taps, one day, parts £320
Quote · Mrs Sarah Hughes
Labour, one day£380.00
Shower and two basin taps£320.00
Fittings and waste£56.00
Total£756.00
From your rate card. Nothing guessed.
Dean's timeForty seconds, from the van.
3 · Their yes

They accept on their phone

A link with your business name on it and a PDF. They tick any extras, see the deposit, and accept there, or just reply yes. You hear the moment it lands.

Mrs Hughes has just ACCEPTED the £756.00 quote.
19:15
adminmate.co.uk
DW PlumbingYour quote
£756.00
New shower and two basin taps
Labour, one day£380.00
Shower and two basin taps£320.00
Fittings and waste£56.00
On Dean's phoneMrs Hughes has just ACCEPTED the £756.00 quote.
4 · Diary

The work is in the book before they ring the next name on the list.

It only offers hours you have actually opened, and two customers cannot end up in the same slot even if they accept at the same moment. If you would rather it took the details and left the booking to you, say so and it will.

Hi Mrs Hughes, thanks, you're booked in: the new shower on Monday 26 October.
19:15
Diary
26 to 30 OctoberDayWeek
Mon 26
HughesNew shower
Tue 27
PatelGarden tap
Wed 28
JonesBathroom
Thu 29
KhanBoiler
Fri 30
EvansRadiators
Start day picked: Monday 26 October
Text to Mrs HughesHi Mrs Hughes, thanks, you’re booked in: the new shower on Monday 26 October.
5 · Invoices

Raised when the job is done, with VAT, CIS and the reverse charge right, and the deposit already netted off.

Tell it the job is done and the invoice is drafted from the accepted quote, numbered in sequence, with the deposit taken off and the tax treatment correct for the job.

Please use reference INV-134 so your payment finds this invoice.
16:30
Hughes · new shower
Monday 26 OctoberOn site
Invoice 134 · from the quoteDraft
Labour, one day£380.00
Shower and two basin taps£320.00
Fittings and waste£56.00
To pay£756.00
Bank details and reference INV-134 on the page.
Dean's timeFive seconds, before he’s left the drive.
6 · Chasing

Chased politely without you having to be the one who asks. Stops the second they pay or reply.

Three steps at most, each waiting for your yes, never in the hours you keep quiet, and it stops the moment they pay or reply.

The first nudge reads: “Hello Sarah, a gentle reminder that the invoice was due on 16 October, with £340.00 to pay. How to pay is on it here.” Three attempts at most, never in the hours you keep quiet, and it never lets on whether they opened it.
09:00
Waiting on you
Waiting on you0

Send chase 1 of 3 to Mrs Hughes for the £756.00 invoice. It fell due yesterday. Gentle nudge.

Not now
Nothing needs you. Nice one.
Text to Mrs HughesHello Mrs Hughes, it’s Dean’s assistant at DW Plumbing. Just checking our invoice reached you.
7 · Paid

Tell it the money is in and the invoice settles itself, with the chasing stopped the same second.

“Margaret's £840 is in.” Said once, by text or with one tap in the app, and the invoice is marked, the chase stops and the books agree. It will never mark something paid off its own bat.

Receipt for £756.00. That's paid in full, thank you.
18:10
Adminmate
Hughes £756 is in
Marked paid, and the chasing has stopped. Mrs Hughes has been offered a receipt.
Invoice 134Paid
Mrs Sarah Hughes£756.00
Text to Mrs HughesThanks, that’s £756.00 paid in full. Would you like a receipt?
8 · Accounts

Into QuickBooks, posted once

Approve it and the invoice is posted to your accounts, so your accountant sees the same numbers you do. Nothing is ever posted twice, and if the connection needs renewing it says so rather than losing anything.

QuickBooks needs reconnecting. Nothing has been lost.
18:11
Waiting on you

Post invoice 134 to QuickBooks: Mrs Sarah Hughes, £756.00, paid 12 November.

In your accounts
INV-134 · Hughes£756.00Paid
INV-133 · Patel£206.40Paid
QuickBooksPosted once, never twice. His accountant sees the same numbers he does.
Your rules

What waits for you, and what does not

This is the part worth reading properly, because it is the answer to the only question that really matters: what can it do in your name without asking?

Waits for your yes, every time
  • Any price, quote, invoice or chase waits for your yes.
  • Three things don't: a quick "got it" when someone gets in touch, a plain answer to a plain question, and a booking into time you've already opened.
  • Anything else that commits your diary, your money or your word
Gets on with it
  • Working out what the job is and how urgent
  • Booking into hours you have already opened

And you move the line yourself

The split above is where everybody starts, not where you have to stay. Every step has its own switch in your settings, so you can hand over the bits you are comfortable with and keep the rest.

  • Let it book straight into your open hours, but keep every price for yourself.
  • Let it chase invoices, but never quotes.
  • Have it draft the day before message and wait for your nod, until you have read a few and stop bothering.

What no switch changes

Switching something on removes the tap and nothing else. Three chase attempts is still the limit, your quiet hours and quiet days are yours to set, chasing still stops dead the moment someone pays or replies, and a price still cannot reach a customer without an approved document behind it. Those are not settings.

As it gets things right, it offers to stop asking about the small stuff. That offer is made once, per kind of thing, and you can refuse it or take it back at any time. If you ever edit what it drafted, it goes straight back to asking.

On Team

Ten of you, ten diaries, one picture.

  • On Team: a diary each, work put on the right person, and one view of who is where.
  • Several people on one job, with a lead if you want one.
  • Hours logged in the app, with a nudge at the end of the day and on Friday to confirm the week.
Add call answering

And the calls you can't get to.

On Solo and Team, the calls you don't pick up divert to Adminmate's answering number. It answers in your business's name, and everything it takes lands in the app.

Call answering

The 7am emergency and the Sunday enquiry get a proper answer instead of voicemail.

“Hello, thanks for calling DW Plumbing, I'm Dean's assistant, how can I help?” It answers in your business's name, and if a caller asks whether they are talking to a person it tells them the truth.

Enquiry qualifying

You find out what the job is before you ring back, so you are not playing phone tag to learn it is a tap washer.

Water through a kitchen ceiling gets “can you get to your stopcock and turn the water off?” before anything else. A quote for next spring gets a different set of questions entirely.

Emergency handling

A gas leak or a flood never sits in a queue waiting for you to tap approve.

Genuine emergencies are the one thing that never waits for your sign-off. The caller is told what to do straight away, you are told at once in the hours you cover emergencies and first thing in your morning report outside them, and it is never booked in as an ordinary job.

Sales call screening

The people ringing to sell you leads get dealt with, and never count towards your fair use.

You do not hear about them and you do not pay for them. They show up on your calls list if you ever want to check what was said.

Your data

Customers, jobs, quotes and invoices export in one tap, whenever you want.

Stored in London, never sold. Cancel and you can still download the lot for ninety days.

Fifteen minutes, and you see it run your office.

A real person shows you it working on a real job, then sets it up around your trade. No pressure, no card details.

Book a demo
  • From £99 a month
  • The price you see is the whole price
  • Cancel any time