Complete Getting Started Guide
Everything you need to know to set up Gaffer for your trade business — from creating your account to sending your first invoice.
In this guide
1. Create your account
Head to getgaffer.com and join the waitlist. Once you're invited, you'll receive an email with a link to set up your account. You'll need your company name, trade type, and a contact email.
Gaffer supports all UK trade types — electricians, plumbers, roofers, HVAC, landscapers, painters, and general builders. Choosing your trade during setup configures sensible defaults for your industry.
💡 Tip: Use your business email rather than a personal one. This becomes the default 'from' address on quotes and invoices.
2. Set up your company profile
Navigate to Settings → Company to complete your profile. Add your company logo, registered address, VAT number (if applicable), and bank details for invoices.
Your company profile appears on every quote and invoice you send, so take a moment to make sure everything looks professional. You can preview how it appears to customers from the same page.
- Upload your company logo (recommended: 400×400px PNG)
- Add your registered company address
- Enter your VAT number if VAT-registered
- Add bank details for BACS payments
- Set your default payment terms (e.g. 14 days)
3. Add your first customer
Go to Customers → Add Customer. Enter their name, address, phone number, and email. Each customer gets their own record with a full history of jobs, quotes, and invoices.
If you have existing customers in a spreadsheet, you can import them in bulk from Settings → Import Data.
4. Create your first job
From the Dashboard, click New Job. Select the customer, add a description, set the priority (routine, urgent, or emergency), and assign it to a team member or yourself.
Jobs flow through statuses automatically: New → Scheduled → In Progress → Complete → Invoiced. You can customise these statuses in Settings if your workflow is different.
💡 Tip: Use the notes field to record access instructions, parking info, or anything your team needs to know before arriving on site.
5. Send a quote
Before starting work, send a professional quote from the job page. Click Create Quote, add line items with descriptions and prices, then send it via email or share a link.
Customers can accept or decline quotes directly from the link — no login required. When they accept, the job status updates automatically and you get a notification.
6. Complete the job and invoice
When the work is done, mark the job as Complete. Gaffer can auto-generate an invoice from the accepted quote, or you can create a custom invoice with different line items.
Invoices support Pay by Bank (0.5% fee) and card payments (1.5% + 20p). Customers receive a payment link by email and can pay instantly.
7. Invite your team
Go to Settings → Team to invite team members. Each person gets a role — Admin (full access), Office (quotes, invoices, scheduling), or Field (assigned jobs only via mobile app).
Field workers use the Gaffer mobile app to see their schedule, upload photos, update job statuses, and log time — even offline.