How tradie bookkeeping usually works
A solid bookkeeping for tradies process starts with a quick review: business structure, GST registration, payroll headcount, software stack (for example Xero with ServiceM8 or simPRO), current pain points, and any ATO deadlines.
Then the work splits into three layers:
- Immediate triage: bring bank feeds up to date, fix GST coding, reconcile payroll and super, and prepare the next BAS.
- Process design: map how quotes, purchase orders, bills, receipts and timesheets flow from the site to accounting without double entry.
- Ongoing rhythm: weekly reconciliations, supplier payments, payroll and super, then monthly job-costing and cash-flow checks.
Australian rules and deadlines to keep in view
- GST and BAS: correct coding of materials, labour, tools and fuel; quarterly or monthly BAS with PAYG Withholding and Instalments where relevant.
- TPAR: building and construction businesses paying contractors usually need to lodge by 28 August each year.
- Payroll and STP Phase 2: correct pay items (overtime, allowances, RDOs), super guarantee and timely STP submissions.
- Superannuation: pay super at least quarterly to avoid penalties and cash flow surprises.
- Job costing and WIP: track progress claims, retentions and variations so profitability is visible before the job ends.
Week-to-week tasks we handle for tradies
- Bank, card and clearing account reconciliations.
- Supplier bills, purchase orders and receipt capture from site apps.
- Customer invoicing, progress claims and chasing overdue accounts.
- Payroll processing, STP submissions and super payments.
- Job costing and simple reports by job, team or cost category.
- BAS preparation and lodgement, plus annual TPAR.
- Quarterly reviews to keep the data clean and actionable.
Software stack for tradies
The best results come from connecting your job tool to your accounting platform so data flows once.
- Accounting: Xero, MYOB, QuickBooks Online.
- Job management: ServiceM8, simPRO, Tradify, Fergus, AroFlo, Buildertrend.
- Documents and receipts: Hubdoc, Dext or native app capture.
- Payments: bank feeds, integrated card payments and supplier ABA files.
We help choose, connect and document the workflow so your team knows exactly what to do on site and in the office.
What to compare before you commit
Scope
Confirm inclusions cover reconciliations, payables/receivables, payroll/STP, BAS and TPAR, plus clean-up if needed.
Software fit
Choose a provider fluent in your stack (for example Xero + ServiceM8 or simPRO) who can explain the workflow, not just name tools.
Turnaround and communication
Ask how weekly tasks, payroll cut-offs and urgent queries are handled during busy periods.
Commercial fit
Compare fixed-fee vs hourly, meeting rhythm, reporting depth and whether you want compliance-only or additional advisory.
Pricing and packages
Packages for bookkeeping for tradies usually scale with:
- Transaction volume and number of active jobs.
- Payroll headcount, pay frequencies and allowances.
- Software integrations and automation level.
- Reporting depth (job profit, WIP, cash flow) and meeting cadence.
Ask for a scope-based proposal that lists inclusions, exclusions, response times and who does what between you and your bookkeeper or BAS agent.
Compliance calendar highlights
- BAS: monthly or quarterly depending on registration and size.
- Super: at least quarterly to avoid penalties.
- STP: on or before payday.
- TPAR: due annually, usually by 28 August for eligible construction businesses.
Working with a registered BAS agent can streamline lodgements and help you plan cash flow around due dates.
Best next steps
Decide on your priority outcome: clean up and catch up, ongoing weekly bookkeeping, BAS and TPAR lodgement, payroll support, or a software review. Shortlist providers who can explain their process, show relevant tradie experience and provide clear timelines.
Use these related pages if you also need payroll or tax support:
Frequently asked questions
What is bookkeeping for tradies?
It’s day-to-day accounting tailored to trades: capturing bills and receipts from site, reconciling bank accounts, running payroll and super, preparing BAS and TPAR, and tracking job profit with simple reports so you can make decisions in real time.
Do tradies need to lodge a TPAR?
If you’re in building and construction and pay contractors, you’ll likely need to lodge a Taxable Payments Annual Report each year. Good bookkeeping tracks contractor details and payments so lodgement is accurate and on time.
Which software works best?
Most tradies use Xero, MYOB or QuickBooks Online connected to a job tool like ServiceM8, simPRO, Tradify, Fergus, AroFlo or Buildertrend. The right setup reduces double handling and errors.
How much does it cost?
Pricing depends on transactions, payroll, number of jobs and integrations. Many choose a fixed monthly fee covering reconciliations, payroll/STP, BAS and monthly reviews. Ask for a scope-based quote.
Can you fix messy books or migrate mid-year?
Yes. We can reconcile, correct GST coding, clean payroll, match open bills and invoices, and plan a smooth system change if needed.
Do I need a BAS agent?
If someone else prepares or lodges your BAS, they must be a registered BAS or tax agent. A BAS agent can also help with GST coding, PAYG, fuel tax credit eligibility checks and ATO lodgement timing.