How to use Job Snapper

Head to the sign-up page and create an account with your email and a password. There's no card required and every feature is unlocked from day one.

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From the dashboard, open Settings → Business and fill in:

• Business name and trading address
• Your logo (upload a PNG or JPG)
• VAT registration toggle and number if registered
• Bank details for invoice payments
• Default labour rate per hour

This information is auto-applied to every quote and invoice you create — so you only set it once.

Open the Customers tab and tap Add customer. Capture their name, phone number, email and site address. You can add multiple sites per customer for landlords or commercial clients.

Customers stay in your database forever, so repeat work takes seconds to quote next time.

From the dashboard tap New job. Select the customer, pick the site address, then add:

• A short description of the work
• Line items for materials (with supplier cost and margin)
• Labour hours at your default rate
• Photos of the existing setup
• Any access notes

The total updates live with VAT calculated automatically.

For bigger jobs you might want a separate site visit before the work itself. On the job sheet, tap Book site visit and pick a date and time slot.

The visit appears in your calendar and the customer gets an email confirmation plus a reminder the day before.

Tap the AI helper button on any description field and the assistant writes a clean, professional description in your tone. Useful for boiler installs, EICRs, or complex scopes where you want to sound polished without staring at a blank page.

Hit Send quote. Job Snapper generates a branded PDF with your logo, line items, VAT breakdown and an Accept online button. It's emailed to the customer instantly.

When they click Accept, you get a notification and the quote status flips to Accepted — ready to book in.

Head to your Dashboard → Integrations and tap Connect with Xero. Authorise the link and Job Snapper will sync with your Xero organisation.

From then on, every time a customer accepts a quote, a matching draft invoice is created automatically in Xero — with the same line items, VAT breakdown, and customer contact. No more re-keying.

• Draft invoices: created instantly on quote acceptance, ready to approve and send in Xero.
• Payment tracking: Job Snapper pulls payment status from Xero so your dashboard shows what's paid, part-paid or outstanding.
• Making Tax Digital: Xero handles MTD VAT submissions; your Job Snapper figures feed straight in.

Separately, hit Book the job and pick the date(s) you'll actually carry out the work. This can be days, weeks or months after the site visit.

Both bookings live on the same job, so you can see the full timeline at a glance — site visit, work dates, and follow-up — without losing track.

The day before any booked visit or job, Job Snapper emails your customer a friendly reminder. No more no-shows, no more "sorry, I forgot" texts.

On any booked job, open Reminders → New reminder email. Job Snapper drafts a personalised message using the customer's name, job description, date and site address — in your choice of tone — then schedules it to send automatically before the appointment.

• AI-drafted copy: tap Generate and tweak with one-click re-rolls.
• Personalisation tokens: {{customer_first_name}}, {{job_description}}, {{appointment_date}}, {{site_address}} are filled per recipient.
• Schedule: pick 1 hour, 24 hours, 2 days or 1 week before — or stack a sequence.

Try a live preview below — change any field and watch the email update in real time.

Hi Sarah, just a quick nudge —

This is a friendly reminder that we're booked in to carry out boiler service on Sun 14 Jun, 10:30 at 14 Elm Road, Bristol.

A few quick things to help us get going on time:
  • Please make sure someone over 18 is on site to grant access.
  • Clear a small working area around the job if you can.
  • Reply to this email if anything has changed.

We'll send a final heads-up the morning of the visit.

Cheers,
Bright Spark Heating

Once the work is done, open the job and tap Convert to invoice. The invoice carries over every line item, applies VAT and includes a secure payment link.

Email it with one tap. Customers can pay by card or open banking — funds usually land the next working day. Automated polite reminders go out at 7, 14 and 30 days if it stays unpaid.

The dashboard shows quotes sent, jobs booked, invoices outstanding and revenue this month. Filter by customer, date range, or trade type to spot your most profitable work.