Tools2Done

Business management software for UK tradespeople

Run your trade business.
Know what you’re earning.

Tools2Done is one online app for your jobs, quotes, expenses, accounts and customer portal. Keep the work organised, see what each job is costing and understand the money coming into and going out of your business.

Start your 7-day free trial →See how it helps ↓
No card requiredNo automatic charge after your trial

Plans from £19.99/month after your trial.

Built by a working tradespersonFor sole traders. Ltd companies & growing trade businesses. From the first job to full financial controlAccountant access included

Does this sound like your business?

The working day ends.
The admin carries on.

You’ve done the work. There are still quotes to finish, receipts to sort, customers to update and numbers to piece together.

THE EVENING CATCH-UP

“I’ll do the paperwork later.”

Job details sit in messages, quotes need finishing and invoices are waiting to go out.

THE JOB MARGIN

“Did that job actually pay?”

Extra materials, another visit and small purchases make it harder to see what you earned.

THE BANK BALANCE

“How much of that can I use?”

The balance includes customer deposits and money you may need for costs or tax.

THE CONSTANT CHECKING

“Where did I put that?”

You’re looking for a receipt, checking a payment or sending the same paperwork again.

Tools2Done brings those records together so you can spend less time reconstructing the picture.

One connected place to run the business

See the work.
Follow the costs. Understand the result.

Everyday records become useful business information. Keep the details with the job, track its costs and payments, and use that information in your accounts.

KEEP ON TOP OF THE WORK

Know what needs doing next.

Keep customers, job details, quotes and dates together. The dashboard highlights overdue invoices, quotes awaiting a response and work that needs booking.

UNDERSTAND EACH JOB

See where the margin is going.

Allocate expenses and receipts to a job. Compare its forecast cost with actual spending, and see what is invoiced, paid and still outstanding.

UNDERSTAND THE BUSINESS

Keep your accounts in view.

Review revenue, job costs, overheads and profit. See the work coming through and its forecast result alongside the work already completed.

PLAN WHAT YOU DO WITH THE MONEY

Know what needs keeping aside.

Review recorded cash, customer deposits, applicable tax reserves and your operating buffer before deciding what to spend or take out.

For example: you buy materials for a job.

Record the expense against that job and attach the receipt. The cost becomes part of its actual spending and the records behind your business accounts. You can see the purchase in context when you review the job’s result.

Try it with a real job →

Seven days free. No card required.

From the individual job to the whole business

Make decisions with
your accounts in front of you.

See how completed work has performed, what your overheads cost and what future jobs are expected to contribute. Follow the supporting records when you need the detail, and give your accountant separate read-only access.

Management accountsJob profitabilityPipeline forecastMonthly completionCash positionBalance sheetAccountant pack
Tools2Done management accounts showing the business performance report
Management accounts · earlier-version screen, select to enlarge

Your reports build from the records you enter. Keeping costs, invoices and payments up to date gives you a more useful picture.

A clearer answer to “what’s left?”

Understand the money
behind the bank balance.

See the customer deposits still held against jobs, the reserves you have configured and the cash buffer you want to leave in the business.

For limited companies, the Director Finance Centre also brings together your loan account, salary, dividends, tax pots and estimated withdrawal capacity.

Cash and withdrawal figures depend on your records and settings. Tax and withdrawal estimates are planning aids to review with your accountant.

What belongs to the work?

Track protected deposits by job and eligible material spending against them.

What needs setting aside?

See applicable tax reserves and your chosen operating buffer.

What does that leave?

Review the cash position and, for companies, estimated dividend capacity before taking money out.

Look organised. Keep customers informed.

Give your customers
a place to check in.

Their own portal brings together quotes, scheduled work, project photos, invoices and the documents you choose to share.

Customers can accept or decline a quote, check dates and review their balance. You keep the paperwork connected to the job and present it with your business identity.

Their job.
Their paperwork.
In one place.

Agree the work

View the quote, scope and payment stages.

Know what’s happening

See scheduled work and project information.

Find what they need

Check invoices, balances and shared documents.

Help with the work around the work

More of the business,
handled in the same place.

Get a head start on quotes.

Use job details, measurements and photos to prepare AI draft scopes and estimates. Review the cost build-up, apply your pricing rules and check the draft before sending.

Keep costs and people organised.

Manage materials lists, scheduled work, expenses, mileage and recurring overheads. Record employee and CIS subcontractor payments with supporting documents.

Bring the records together.

Review imported bank transactions where connected, share financial access with your accountant and use the company year-end review tools when relevant.

Explore the full feature list ↓

Built by someone
running a trade
business too.

Jason · Founder of Tools2Done
Wye Valley Home Services

Why Tools2Done exists

I wanted the work
and the numbers together.

I’m Jason. I run Wye Valley Home Services and built Tools2Done to manage my own jobs, customer paperwork, expenses and accounts.

I wanted to know what each job was costing, how the business was doing and what money needed keeping aside. Tools2Done brings those parts of running a trade business into one place.

The accounts, job-cost and customer tools described here are the features behind that approach. Try them with your own work and decide whether they help you.

Start small. See whether it helps.

Try it on one current job.

Your first step can be practical: use a real job to see how Tools2Done connects the work, paperwork and costs.

01 · GET YOUR ACCOUNT

Choose a plan.

Verify your email to begin the seven-day trial. No card is required.

02 · PUT IT TO WORK

Add a customer and job.

Try a quote or record an expense with a receipt. Explore the job and account views as you add records.

03 · MAKE YOUR DECISION

See if it fits your business.

Choose whether to subscribe. If you don’t, operational access pauses without an automatic charge.

Simple monthly pricing

Choose your plan. Try it before you pay.

Choose by team size and monthly AI quote drafts. Your trial lasts seven days, with no card required. Accountant access is included separately from your team allowance.

Jobs, quotes, costs, accounts, reports and customer portal tools in one system. Optional modules depend on your setup; company-finance tools are for limited companies.

Starter

£19.99/month

Core job management for a sole trader

1 team user
10 AI drafts/month
Accountant access included
Business data export
Start Starter free
FOR SMALL TEAMS

Pro

£34.99/month

For a busy sole trader or small team

3 team users
50 AI drafts/month
Accountant access included
Business data export
Start Pro free

Business

£59.99/month

For an established small trade business

10 team users
150 AI drafts/month
Accountant access included
Business data export
Start Business free
No card for the trial
Trial pauses if you do not subscribe.
Fair plan changes
Upgrades prorate; downgrades take effect at renewal.
Cancel your subscription
Keep access through the period you have paid for.

Explore the full toolkit

Want to see everything it covers?

Open the areas that matter to you. The wider toolkit is here when you need it.

Home & the business dashboard
  • Today’s actions, overdue invoices, quote follow-ups and upcoming diary.
  • Pipeline value and forecast profit by expected completion month.
  • Completed-job performance, overheads and financial-year position.
  • Recorded cash, protected deposits and applicable reserves.
Customers, jobs & project records
  • Customer records, site details, trade-specific briefs, photos and exclusions.
  • Project stages, internal forecast costs and actual job spending.
  • Materials shopping lists, supplier details and internal pricing notes.
  • Quotes, invoices, expenses and scheduled work linked to projects.
AI estimating & quotes
  • Photo and project-brief inputs, draft scope and structured cost build-ups.
  • Configurable labour costs, markup approach and pricing rules.
  • Materials shopping-list output and validation warnings to review.
  • Branded quotes, reference images, terms and staged payment schedules.
Invoices & customer payments
  • Deposit, work and final-invoice workflows.
  • Linked payment stages, due dates, invoice emails and payment records.
  • Full or part payments, outstanding balances and customer receipts.
  • Online invoice-payment links when Stripe is configured.
Expenses, receipts & mileage
  • Allocate expenses to projects; track supplier, category, net, VAT and total.
  • Upload receipts or take a photo from a supported device.
  • Single journeys, repeated project trips, saved destinations and odometer evidence.
  • Recurring expenses, overheads and CSV expense exports.
Schedule & customer portal
  • Book work against customers and projects; assign workforce.
  • Optional booking emails for the customer and assigned workforce.
  • Customer quote acceptance or decline, projects, photos and upcoming work.
  • Invoices, balances, selected customer documents and business policies.
Accounts & all seven reports
  • Management Accounts and Job Profitability.
  • Pipeline Forecast and Monthly Completion.
  • Cash Position and Balance Sheet.
  • Accountant Pack, supporting records, CSV exports and print views.
Cash, tax planning & director finance
  • Protected deposits by job and eligible material spending.
  • Operating cash, configured reserves and cash-buffer views.
  • Director’s loan movements, drawings, dividends and supporting evidence.
  • Salary/dividend planning, tax summary and month-end snapshots for limited companies.
Assets, liabilities & company year end
  • Asset cost, depreciation settings, supporting references and liabilities.
  • Year-end source reviews, bank confirmation and opening equity.
  • Adjustments, depreciation, prepayments and expense tax review.
  • Readiness checks, finalisation/locking and draft annual accounts preview.
Workforce & CIS records
  • Employee and CIS subcontractor details, verification and deduction records.
  • Employee gross pay, employer NI/pension costs and recurring wage option.
  • CIS deduction and net-payment calculations.
  • Payment history, payslip/CIS statement documents and linked expenses.
Banking & financial checks
  • Bank transaction inbox and connection management.
  • Match incoming payments to invoices and spending to expenses.
  • Supplier/category suggestions and transfer/personal/tax classifications.
  • Finance Health Check reports internal inconsistencies for review.
Accountant, team & business settings
  • Separate read-only accountant access, team roles and account controls.
  • Business identity, logo, paperwork marks, terms and chosen modules.
  • Customer-document visibility and expiry information.
  • Multiple businesses, plan management and complete offline data export.

Questions before you try it?

Here’s what to expect.

Will I need to set up every feature straight away?

No. Start with your customers, jobs, quotes and costs. Choose optional modules to suit your business. The reporting picture becomes more useful as you add and maintain the relevant records.

I already have an accountant. Where does this fit?

Tools2Done helps you manage the day-to-day work and maintain the records behind your accounts. You can give one accountant separate read-only access to relevant financial areas, and prepare an accountant pack with the supporting detail.

Can I use it as a sole trader or limited company?

Yes. The core business tools serve UK trade businesses. Director finance, dividend tools and Company Year End are for limited companies. Your business structure and selected modules determine which tools are relevant.

Will I be charged at the end of the trial?

No card is required to start. Your seven-day trial begins after email verification. If you do not subscribe, operational access pauses without automatically charging you.

Can I get my records out?

Yes. Download a browsable offline business archive with CSV records and supporting files such as receipts. You can also export key reports.

Are banking and online payments included automatically?

The app has banking and online invoice-payment tools. Live bank access depends on a supported connection being available and configured; online invoice payment requires Stripe configuration.

Does it replace tax advice or file returns for me?

Financial and withdrawal figures are planning estimates based on your records and settings. The current company year-end tools prepare reviews and an accounts preview; they do not submit to HMRC or Companies House. Live MTD Income Tax submission is not enabled, and workforce payment records are not an HMRC payroll filing service.

Can I manage more than one business?

One owner login can switch between separately subscribed businesses, each with its own records. Reduced additional-business pricing is available once the primary business is actively subscribed.

Put one job through it.
See the difference for yourself.

Try Tools2Done free for seven days.
No card required. You choose whether to subscribe.

Start your free trial →
Start 7 days free