(and Why Outsourcing Might Save Your EOFY Sanity)
For every tradie wife who’s ever faced a crumpled mess of dockets and deadlines.
As a qualified small business consultant, coach, mentor and author and yes—a tradie wife who’s survived the great glovebox receipt avalanche more than once—I bring over 35 years of experience working with Australian small businesses. I’ve seen it all: the mystery invoices, the last-minute BAS meltdowns, and the Sunday-night admin scrambles that end in someone swearing at the stapler.
With an MBA, multiple business qualifications, and decades of coaching behind me, I’ve helped hundreds of tradie families trade chaos for calm by building simple systems, setting up support, and most importantly, outsourcing the stuff that drives you mad.
In my most recent book, I’ve been exploring the invisible mental and emotional load that admin places on partners—usually the one who’s quietly keeping the business from falling in a heap. And let’s be honest, if your filing system involves the ute’s centre console and crossed fingers, you’re not alone.
This article, is about Why Being Organised Saves Your Sanity (and Your Saturdays), shares three admin tips I wish we’d nailed years ago. It’s a no-fluff guide to getting your business life in order—without losing your weekends, your mind, or your marriage.
When it comes to tradie admin, these are the three tips that make all the difference:
- Lock in weekly admin time – and treat it like a jobsite.
Non-negotiable. Schedule it, show up, and do the work. - Use a job and receipt app or outsource , and stop relying on your glovebox.
There’s no medal for sorting through a pile of grease-stained paper at tax time. - Stop trying to do it all – get help before you crack.
Whether it’s outsourcing, automation, or coaching, support matters.
Here we explores why being organised matters, how it impacts your sanity and Saturdays, and how small business outsourcing and maintaining filing systems can help you reclaim your time and peace of mind.
1. Lock in weekly admin time – and treat it like a jobsite
This one’s simple, but it changed everything for us. For years, admin was something we said we’d “do on the weekend” — right after catching up on quotes, fixing the busted ute light, and finding some kind of family time. In other words… it never happened.
We finally realised that if we didn’t schedule admin time, it wouldn’t happen at all. So now, every Tuesday afternoon is “office hour.” Same time, every week. Phones down, computers open, receipts out. And yes — it’s on the calendar, just like any job.
That one habit reduced our EOFY stress by at least 80%. No more mad scrambles in June. No more shoebox panic. Just calm, regular check-ins that keep everything ticking along.
Here’s what we cover in that one hour:
- Upload receipts and match them to the right job or category
- Send any overdue invoices
- Check upcoming bills, tax obligations, and payments due
- Follow up on any quotes we’ve sent that haven’t been accepted
- Review work in progress and plan the week ahead
It’s amazing how much smoother things run when you take 60 minutes a week to just pause and reset.
2. Use a job and receipt app or outsource, and stop relying on your glovebox
Let’s be honest — if your glovebox has more receipts than your bookkeeping software, it might be time for a rethink. We’ve found receipts at the bottom of tool bags, under car seats, and once — no joke — in a lunchbox. It’s funny in hindsight… but not when you’re trying to reconcile twelve months of expenses.
These days, we use an app to snap photos of receipts as soon as we receive them. Outsourcing Tools, such as Get Me Sorted, Xero, and MYOB Capture, or outsourcing, make it ridiculously easy. You take a photo, assign it to a job or expense category, and send it straight to your program, bookkeeper or accountant. Boom — done.
And if you’re still unsure whether it matters? We once unearthed a shoebox of faded receipts during EOFY prep. After uploading them and checking with our accountant, it turned out we’d missed over $3,000 in potential claims. That moment was both hilarious and horrifying — and a big turning point in how seriously we took admin.
You don’t need fancy systems — just consistent ones. Make the tools work for you, not the other way around.
3. Stop trying to do it all – get help before you crack
Here’s the hardest lesson of all: you don’t have to wear every hat in the business.
When you’re running a small trade business, it’s easy to fall into the trap of thinking you have to do it all, especially if you’re working with your partner or managing the business side of things while someone else is out on the tools. But unless you’re secretly a superhero, doing everything alone will eventually lead to burnout.
EOFY is the perfect time to ask yourself: What am I doing that someone else could do better, faster, or more consistently — so I can focus on what really matters?
It’s not about giving up control. It’s about getting support.
Here are a few areas worth outsourcing — even just a little:
Bookkeeping A good bookkeeper can keep your finances up to date, chase late payments, prepare your BAS, and make EOFY feel like a breeze. It’s one of the best investments you can make — especially if you’re not naturally a numbers person.
Receipt and data entry This is an excellent task for a virtual assistant or outsourcing (Using Get me Sorted) . They can log receipts, upload scanned documents, match expenses, and keep everything organised behind the scenes. Even a couple of hours a week makes a huge difference.
Quote follow-ups and email support If your inbox is overflowing and you’re missing leads because you’re too busy on-site, a VA can help manage emails, schedule jobs, and follow up on quotes. Clients appreciate fast replies — and it keeps the cash flow moving.
Coaching and mentoring This is the one people often overlook, but it’s a game-changer. A coach or mentor gives you structure, accountability, and a sounding board. They can help you:
- Clarify roles and expectations (especially between business partners)
- Get your pricing right
- Improve your systems and time management
- Build confidence in making business decisions
- Plan ahead, rather than reacting under pressure
Many tradie couples I’ve worked with say they didn’t realise how much tension the admin caused until we fixed it — and they could finally talk about the business without fighting. A coach helps guide those conversations and gets everyone on the same page
Why outsourcing makes EOFY easier (and keeps you sane all year)
Picture this: It’s June. Instead of sorting receipts at midnight and praying your BAS is right, you’re sitting down with your accountant in May — calm, prepared, and in control.
Your receipts are up to date. Your invoices are sent. You know your numbers, your profit margin, and what’s coming next. That’s not a dream — it’s what happens when you stop doing it all alone.
You can’t grow a business when you’re stuck in the trenches. Whether you need help with data entry, cash flow forecasting, or just someone to talk through a tricky decision, there are people (like me) who love helping tradies build businesses that actually work.
- And guess what? It’s not a luxury — it’s a necessity. Especially if you want to build something sustainable and not just survive another tax season.
A note from the book…
While the phrase “no cape required” isn’t a direct quote from Behind Every Great Tradie Is a Woman Rolling Her Eyes, it perfectly sums up the message behind the pages. You don’t have to be a superhero. You don’t have to carry the whole load. But you do need systems. You do need support. And sometimes, you need someone to say, “Let’s make this easier.” – “Get me Sorted” And take off your hand with outsourcing. Confessions of a tradie wife v1.docx © Helen Cowley May 2025
Ready to make EOFY easier?
If this article hit home — and you’re nodding along thinking “yep, that’s us” — now is the time to act.
Get started by taking on outsourcing what you can – “ Get me Sorted”
Or book a coaching chat with me and let’s build a business system that actually fits your life.
And if you haven’t read the book yet, it’s a great laugh with a few reality checks along the way. Grab your copy here: https://sbis.com.au/lp/behind-every-great-tradie-book
Written by Helen Cowley – business coach, mentor, author and proud tradie wife, helping small business owners turn roadblocks into revenue with practical tools, real-life support and a whole lot of heart.