Under the hood, it was fragile.
E. and his partner handled every moving piece: scheduling, client updates, supplier issues, invoicing, payroll. With dozens of small jobs each week, it worked — as long as they never stepped away.
Then they booked a five-week overseas trip.
They weren’t sure the business would survive it.
The Breaking Point: “We Can’t Be the Single Point of Failure”
As the flights got closer, reality hit:
- Who decides on the day when jobs shift?
- Who orders materials?
- Who talks to clients when something changes?
- Who sends invoices so cash actually lands while we’re away?
They didn’t need more effort. They needed structure that worked without them.
The First Step: Name One Decider (Head Tradie)
In a single planning session, Ladies with Tradies made one call that changed everything:
Appoint a Head Tradie (HT).
A senior tech would run day-to-day while the owners were away.
- HT could move the schedule, order up to $X, update clients
- Only escalate to the owners on a short red-flags list (spend over $X, safety issue, major complaint)
This removed the biggest bottleneck in one move: waiting for the owners.
The Money Story: Protect Cash Flow with One Weekly Habit
Before this, invoicing was “when we get to it.” That’s fine—until you’re overseas.
We installed a non-negotiable rhythm:
Friday Invoicing. Every week. No exceptions.
- Techs by Thu: time + parts entered in the job app
- Admin Fri AM: open “Ready to Invoice” → tidy → send → set reminders
- Owner Fri PM: quick look at overdue list; approve any payment plans
The goal: ≥90% of completed jobs invoiced within 5 days.
Because jobs done don’t pay bills. Invoices do.
What Held Them Back (Before): Owner-Dependency, Not Laziness
E. wasn’t avoiding work. He was doing all of it. The problem was structural:
- Decisions piled up at the top
- Invoicing slipped behind the tools
- Clients didn’t know who to call if not the owner
- Compliance tasks lived in inboxes, not in the schedule
Like many tradie businesses, “we’ll sort it later” worked — until five weeks away made “later” impossible.
Coaching with Boundaries: Simple Rules, Clear Roles
We kept it tight and practical for them:
“We’ll walk beside you — but you’ve got to run the system.”
- One decider: Head Tradie
- One weekly money habit: Friday invoicing
- One schedule everyone sees: a 7-column board (Week 1–5, Backlog, Escalations) mirrored in the job app
- One contact for clients: pre-trip email naming HT, with dates and response expectations
- WHS/admin in work time: toolbox sessions booked (not “do it whenever”)
The Implementation: A 10-Page Work Pack Anyone Can Follow
We built a lean pack (printed + Google Drive):
- Weekly plan (who/where/what)
- Materials lists + supplier accounts & limits
- Contact tree (HT → Admin → Owner) + red-flags list
- Friday invoicing checklist (step-by-step)
- Toolbox/WHS schedule and agenda
No fluff. Just the minimum a capable team needs to run.
Where Things Stand Now
They’re not “fixed.” They’re functional.
- HT runs the day; owners handle only true escalations
- Invoices go every Friday; cash keeps moving
- Payroll: owner does it remotely in 10 minutes, same time each cycle
- Clients know exactly who to contact (and do)
- Team has clarity — and uses it
Most importantly, E. is no longer the single point of failure.
What You Can Learn from E.’s Story
- Name the decider. “Call the owner” is not a plan.
- Rhythms beat reminders. One weekly habit (Friday invoicing) protects cash better than “try harder.”
- Tell clients before you go. One email + one contact keeps confidence high.
- Schedule admin like work. WHS, certifications, and follow-ups belong in the calendar, not in wishful thinking.
Copy-Ready: The Client Notice Email
Subject: We’re overseas from [DATE] — your projects are in good hands
Hi [Client Name],
We’ll be overseas from [DATE–DATE]. For anything urgent, please contact [Head Tradie Name], [phone/email].
Our team continues on normal schedules, and invoices still go out every Friday.
Thanks for your support,
[Business Name]
Results to Track (So You Know It’s Working)
- Invoicing timeliness: ≥90% within 5 days
- DSO: stable or improving during the 5 weeks
- Payroll on time: 100%
- Client escalations: ≤3 total, same-day triage by HT
- Backlog growth: ≤10% vs normal
Small numbers. Big confidence.
Progress Over Perfection
E. didn’t need rescuing. He needed structure that didn’t rely on her being in the room.
With a Head Tradie, a simple work pack, and one weekly cash-flow habit, he took the five-week trip and came home to a healthy business.
*Names and details anonymised for confidentiality.
Want a business that runs while you’re away?
Let’s map your Head Tradie role, invoicing rhythm, and work pack in a free planning call.
