Starter stacks by trade
A 'stack' is just the few tools you use together. Here's a free option and a time-saver option for each trade.
| Trade | Free stack | Time-saver stack |
|---|---|---|
| Plumbers | ChatGPT (free) + Xero invoice reminders | ChatGPT Plus + Xero + Zapier review requests |
| Builders | Claude (free) + Google Sheets lead list | Claude Pro + Xero + Make enquiry tracking |
| Electricians | ChatGPT (free) + Gemini in Gmail | ChatGPT Plus + Xero + Zapier follow-ups |
| Landscapers | Gemini (free) + Xero repeating invoices | Gemini + Xero + Zapier seasonal reminders |
| Any trade — scheduling & paperwork | Google Calendar + ChatGPT (free) for day planning + Xero receipt capture | Tradify, ServiceM8 or Jobber + Xero + ChatGPT Plus |
| Other small businesses | Any free AI assistant + your accounting app | ChatGPT or Claude paid + Zapier for one automation |
Where to find each tool
Official websites — plain links, open in a new tab.
- ChatGPT (opens in a new tab) — All-round AI assistant for writing quotes, replies and explanations. Our notes
- Claude (opens in a new tab) — Great for longer documents like scopes, terms and policies. Our notes
- Gemini (opens in a new tab) — Google's AI — handy if you already use Gmail and Google Workspace. Our notes
- Zapier (opens in a new tab) — Connects your apps so tasks happen automatically. Our notes
- Make (opens in a new tab) — Visual automation builder — powerful and good value. Our notes
- Xero (opens in a new tab) — Kiwi-born accounting software with quotes, invoices and reminders. Our notes
- Google Calendar (opens in a new tab) — Free shared calendar — the simplest way to run your job diary. Our notes
- Tradify (opens in a new tab) — Job management for trades: scheduling, quotes, invoices and timesheets. Our notes
- ServiceM8 (opens in a new tab) — Phone-first job app for scheduling, quotes, invoices and customer texts. Our notes
- Fergus (opens in a new tab) — NZ-built job management: quoting, scheduling calendar, job cards and invoicing. Our notes
- MYOB (opens in a new tab) — Long-standing NZ/AU accounting software for invoices, bills and GST. Our notes
- Calendly (opens in a new tab) — Booking links so customers pick a quote-visit time themselves. Our notes
- Jobber (opens in a new tab) — Field service app for scheduling, quoting, invoicing and online booking. Our notes
Choosing a job management app? See Tradify vs Fergus vs ServiceM8 vs Jobber.
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