Get the most out of iTrade in the field with the iTrade App

The iTrade App gives tradies everything they need to manage jobs, track time, and stay organised while out in the field. Whether you’re quoting, logging hours, or capturing customer signatures, the app connects your on-site work directly to the office, keeping your jobs, staff, and paperwork in sync.

This guide walks you through the main features of the iTrade App and how to make the most of them day-to-day.

Logging in and Syncing Your Data

Start by opening the iTrade App and logging in using your company name, username, and password (assigned from the server).

When you log in for the first time, the app will download your data, including jobs, customers, and visits. Depending on the size of your database, this initial sync might take a minute, but after that, all updates happen automatically in the background.

Once you’re in, you’ll see three view options:

• List View (Default): The easiest way to see current and upcoming jobs.

• Calendar View: Swipe left or right to move between days. Supervisors can view multiple workers and see who’s available.

• Map View: See today’s jobs (or all jobs) pinned by location, including unassigned ones, ideal for planning routes or managing work by area.

Supervisors can also view and manage staff schedules directly from these views, keeping the whole team organised.

Starting and Managing Jobs

To schedule a job, tap it from your list or map. Supervisors will see an Edit button to reschedule or adjust visits as needed.

When you tap Start, iTrade automatically tracks your travel time using GPS, and once you arrive, your visit status changes to On Site. If the job includes any required forms, you’ll see a reminder to complete them before finishing the job, helping you stay compliant with health and safety requirements.

Job Details

The Details section includes all key customer information, travel time, and on-site time. Tap the map for GPS directions straight to the job.

You can also enter or edit site notes, which save to the customer’s account for future jobs. This feature is great for keeping track of job details like access, parking tips, or special instructions that make repeat visits smoother.

Adding Job Notes, Files, and Photos

Under Job Notes, you’ll find any notes added during booking. Below that, you and your team can upload new notes, photos, and files from site.

To add attachments:

• Tap the camera icon to take a photo or upload an image.

• Add up to 100 files or photos per job.

• Tap any existing attachment to preview it.

Everything you upload syncs automatically to the iTrade server when the job is marked complete, ensuring the office always has the latest updates.

Adding Charges

In the Charges section, you can add all the time and manage materials used on the job.

Tap Add Time and Materials, then choose from:

• Add Time: Log hours worked.

• Add Van Stock: Record materials used from your truck.

• Add Non-Stock Item: Enter one-off parts not in your inventory.

• Add Picked-Up Materials: Record items purchased from a supplier for the job.

Adding Time

The Job Timer starts when you begin work and rounds to the nearest 15 minutes. You can edit the entry if needed, change the date, or even assign hours to another worker on the job.

All logged time also appears automatically in your Timesheet, so you never need to double-handle data again.

Adding Items and Materials

• Van Stock: Tracks what’s taken from your truck for easy restocking reports.

• Picked-Up Materials: Enter supplier name, branch, and order number; no need to manually list each item, as supplier invoices automatically populate via the Supplies Inbox in iTrade.

To finalise the job, you can capture a digital signature on-screen and attach it to the record.

Using Forms in the Field

The Forms tab allows you to fill out certificates, safety checks, or compliance documents directly from the app.

Colour coding helps you keep track:

• Black text: Read-only information.

• Blue text: Editable fields.

• Red text: Compulsory forms that must be updated before completing the job.

Once updated, forms are automatically converted into PDFs that can be printed, emailed, or attached to the customer’s invoice.

Finishing a Job

When you’ve added all notes, photos, and charges, tap Next and choose from:

• Pause – Temporarily stop work to return later.

• Revisit – Mark the job for another visit (e.g. waiting for parts).

• Rebook – Schedule another visit for yourself or a team member while still on-site.

• Complete – Finalise the job when it’s ready to be invoiced.

Depending on your settings, you can even invoice the job directly from the app.

For Xero users, iTrade automatically generates the invoice in Xero (complete with a Pay Now button). For iTrade-only users, the invoice is created in iTrade and emailed straight to the customer.

Managing Completed Jobs

Recently completed jobs remain visible until invoiced, so if you forgot to add parts or notes, you can edit them before they’re finalised.

Creating New Jobs and Quotes

Tap Add New Job to start a fresh job for an existing or new customer. If you add a new customer from the app, it will need to be verified and linked to the server before invoicing.

You can also use the menu to Add New Quote, which connects directly to your iTrade server for consistency and tracking.

Timesheets and Breaks

From the main menu, you can log paid or unpaid breaks and access My Timesheet to view and edit your entries.

In the timesheet section, you can:

• Add entries for unpaid breaks, public holidays, sick days, annual leave, downtime, or reimbursements.

• Edit daily entries or preview before submitting.

• Sign and submit your timesheet directly from the app.

Note: Annual leave must first be approved and entered from the server before it appears in the app.

Certificates and Compliance

Under My Certificates, you can view, search, and issue new compliance certificates (for gas, electrical, and other relevant work). You can search by customer, address, or date, and even view certificates from over seven years of past work.

Supervisor Tools and Settings

Supervisors have additional options, including:

• Server Link – A direct shortcut to access the full iTrade web system.

• Map and Warning Settings – Choose map types, disable reminders, or manage visibility.

• Support Access – A direct link to free email support at support@itrade.net

You can also log out or return to the login screen at any time from the Settings menu.

Need Extra Support?

The iTrade App is built to make fieldwork faster, smarter, and more connected. From tracking jobs and materials to submitting timesheets and invoices, it keeps your business running smoothly, wherever the day takes you.

And remember: if you ever need help, iTrade’s free support team is always available at support@itrade.net. Every new trial is entitled to a free 1-hour screen-sharing training session. If you haven't already taken advantage of this, please email us to arrange a suitable day and time.

We can also provide paid, in-depth training for you and your team for $105 per hour. Please email training@itrade.net with your preferred date & time (give us a few days' warning) and your contact number, and we’ll call you back.