How to Use Graft

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Dashboard

Your financial overview at a glance — earnings, outstanding invoices, and quick actions.

1

See your earnings

The dashboard shows your total earnings this week, month, and year. Amounts update automatically as payments come in.

2

Check outstanding invoices

See how much is owed to you at a glance. The "Outstanding" card shows unpaid invoice totals with a count badge.

3

Use quick actions

Tap Log Expense to quickly record a business cost, or Export CSV to download your data for your accountant.

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Keep an eye on the tax set-aside amount — Graft calculates how much to save based on your tax bracket so there are no surprises at year end.

📅

Bookings & Schedule

Manage your diary with day, week, and agenda views. Never double-book again.

1

Create a booking

Tap the + button on the Schedule tab. Pick a client (or create one), choose date, time, duration, and add job notes.

2

Switch views

Toggle between Day, Week, and Agenda views at the top of the schedule. Agenda is great for seeing your upcoming jobs in a list.

3

Mark a job complete

Tap a booking to see its details, then hit Job Complete to trigger the automated invoice + review flow (see Job Complete section below).

4

Share your booking link

Let clients book directly with you! Go to your profile and share your unique booking link via WhatsApp, text, or social media.

👥

Client Management

Smart profiles with notes, tags, multiple addresses, and lifetime value tracking.

1

Add a client

Go to the Clients tab and tap + Add Client. Enter their name, phone, email, address, and any notes (e.g. "key under mat", "dog is friendly").

2

Tag your clients

Use tags like VIP, Regular, or Problem to quickly identify clients. Tags appear as coloured badges on their profile.

3

View client history

Tap any client to see their full history: all bookings, invoices, payments, and reviews — everything in one place.

ℹ️

Graft automatically tracks which clients haven't booked in a while. You'll see "lapsed" indicators so you can reach out and win back business.

🧾

Invoicing

Create and send professional invoices in seconds. VAT calculated automatically.

1

Create a new invoice

Go to the Invoices tab and tap + New Invoice. Select a client, add line items with description, quantity, and price.

2

VAT is automatic

If you've set your VAT rate in your profile, it's applied automatically. Toggle VAT-registered on/off in More → Tax & VAT.

3

Send via WhatsApp

Tap Send Invoice to share it directly via WhatsApp with a payment link. Your client gets a professional message instantly.

4

Track payments

Mark invoices as paid (full or partial). The dashboard updates in real-time to show your outstanding balance.

🎤

Voice-to-Invoice

Just describe the job — Graft's AI creates the invoice for you.

1

Open Voice Invoice

From the dashboard or Invoices tab, tap 🎤 Voice Invoice.

2

Speak naturally

Tap the microphone and say something like: "Two hours painting for Mrs Jones at forty pounds an hour". Graft uses AI to parse your words into line items.

3

Review and send

Check the parsed items, select the client, and adjust anything that's off. Then tap Create Invoice — you're done.

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You can also type it out — tap "or type it" below the microphone. This works great for complex jobs or when you're in a noisy environment.

📝

Quotes

Send professional quotes and convert them to invoices when the client accepts.

1

Create a quote

Go to Invoices tab → Quotes section, then tap + New Quote. Add the client, line items, and an expiry date.

2

Send to client

Share the quote via WhatsApp or SMS. The client gets a clear breakdown of the work and pricing.

3

Convert to invoice

When the client accepts, tap Convert to Invoice — all the line items carry over automatically. No retyping needed.

💸

Expense Tracking

Log business costs on the go — materials, fuel, tools, and more.

1

Log an expense

Tap Log Expense from the dashboard or go to More → Log Expense. Enter the amount, pick a category (materials, fuel, tools, etc.), and add a note.

2

Choose a category

Pick from 9 categories with emoji icons: 🔧 Materials, ⛽ Fuel, 🛠️ Tools, 📱 Phone, 🏢 Office, 🎓 Training, 👕 Workwear, 🚗 Vehicle, and 📦 Other.

3

Export for your accountant

Go to More → Export Data to download a CSV of all expenses. Filter by date range and send to your accountant at tax time.

⚡

Job Complete Flow

One tap triggers your entire end-of-job workflow. Customise what happens.

1

Tap "Job Complete" on a booking

When you finish a job, tap the ⚡ Job Complete button on the booking detail screen.

2

The automated chain runs

Graft automatically: generates an invoice, sends it to the client, requests a review, and suggests a rebooking — all from one tap.

3

Customise the flow

Go to More → Job Complete Flow to enable or disable individual steps. Don't want auto-reviews? Toggle it off.

💡

The Job Complete flow saves the average tradesperson 5–10 minutes per job. Over a 5-day week, that's nearly an hour back.

⭐

Reviews

Build your reputation on autopilot with review request links.

1

Request a review

After completing a job, Graft generates a personalised message with a direct link to leave a Google or Facebook review.

2

Send via WhatsApp or SMS

Choose how to send the review request. WhatsApp is the most effective — clients can tap the link with one touch.

3

Set your Google Place ID

Go to your profile and add your Google Place ID. This generates a direct review link — clients go straight to the review form, no searching needed.

📋

Waitlist

Never lose a lead. Keep track of people who want your services.

1

Add to waitlist

When you can't take a job right now, add the client to your waitlist with their name, service needed, and any notes.

2

Offer a slot

When a cancellation opens up or you have availability, tap Offer Slot to contact the waitlisted client and get them booked in.

📊

Export Data

Download your data as CSV for your accountant or JSON for full backup.

1

Choose what to export

Go to More → Export Data. Pick from Invoices, Expenses, or Clients. Each downloads as a CSV spreadsheet.

2

Filter by date

Set a date range to export only the data you need — perfect for quarterly tax returns or end-of-year accounts.

3

Full backup (JSON)

Tap Export All Data for a complete JSON backup of everything in your account. GDPR compliant.

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Security

Protect your business data with PIN lock or biometric authentication.

1

Enable app lock

Go to More → Security and toggle on App Lock. You'll be prompted to set a 4-digit PIN.

2

Choose your unlock method

Pick between PIN code (works everywhere) or Biometric (fingerprint/Face ID on supported devices).

3

Set auto-lock timeout

Choose when the app locks: immediately, after 1 minute, 5 minutes, or 15 minutes of inactivity.

🔐

Your data is also protected by Firebase security rules — only you can access your data, even if someone has your login. No other user can see your clients, invoices, or bookings.