The Trades Job-Filing Checklist

A one-page system for never losing a job document again. Print it, stick it in the truck, and run every job through it.

This checklist turns 'try to stay organized' into a repeatable routine you can run on every job without thinking about it. Work through it in order — the point is that once each item is a habit, filing stops being something you have to remember and becomes something that just happens.

When you win the job (day one)

• Create the job's folder before any paperwork arrives — an empty folder waiting is better than one you have to remember to make.
• Grab the job's inbox address (or set up where forwarded emails should go).
• Generate the client/vendor upload link and text it to the homeowner right away.
• Drop in the accepted quote and the signed contract or work authorization.

Every time a document arrives

1. 1Emailed invoice or document? Forward it to the job the same minute.
2. 2Paper receipt? Photograph it at the counter before you leave the supplier.
3. 3Texted receipt or photo? Move it out of the message thread and onto the job the same day.
4. 4Site photo? Take a wide shot and a detail shot, add a five-word caption, send it to the job.
5. 5Change order? File it before you drive off — signed if at all possible.

The documents every job should end up with

• Accepted quote / estimate
• Signed contract or work authorization
• Permits and inspection sign-offs
• Every change order
• Supplier invoices and material receipts
• Before / progress / after photos
• Your client invoices and payment records
• Warranty or guarantee handed over at completion

Weekly, five-minute review

• Scan every open job — does each one have its receipts and photos filed?
• Any job finished but not yet invoiced? Invoice it now.
• Any invoice sent but not paid? Send the nudge.
• Any quote sent days ago with no answer? Follow up.

That is the whole system. The deeper reasoning behind each step is in our articles on organizing job site photos, tracking paperwork per job, and not losing supplier invoices.