Template Library
Templates & playbooks for every stage of the job
Use the copy/paste versions below, or load them into Toolfy to keep quotes, invoices, and customer messaging consistent across your team.
New download
Commercial cleaning scope-of-work pack
Ready-to-send scope template covering tasks, frequency, exclusions, and QA checks. Pair it with the commercial cleaning guide.
Quotes
Quotes, pricing, and terms
Copy-ready quotes, price books, and policy language that lock scope and protect margins.
Quote and Estimate Template for Trades (UK 2025)
A practical quote and estimate template for UK trades, including scope wording, exclusions, and acceptance terms.
Price book template for plumbers and electricians (starter list)
A practical price book template for common plumbing and electrical jobs, plus a simple method to build your own fixed-price menu.
Payment Terms and Cancellation Policy Template for Trades (UK 2025)
A copy-ready payment terms and cancellation policy template for UK trades, plus guidance on when to enforce it.
2026 Price Increase: How to Tell Customers (Template Included)
73% of UK trades are increasing prices in January 2026. The exact email, letter, and in-person scripts that get customers to accept your new rates.
Quote follow-up email template for trade businesses (3-touch cadence)
Use this three-email follow-up sequence to increase quote acceptance without sounding pushy or desperate.
Cash flow
Invoices, payments, and collections
Invoices, reminders, and collection workflows to keep cash moving without awkward calls.
Invoice Template for Trades in the UK (Free, 2025)
A practical invoice template for UK trades, including the exact fields to include, payment terms, and a follow-up plan.
Payment reminder templates that collect same-day
Copy-paste email and SMS reminder templates that get invoices paid same-day. Includes merge tags for Toolfy's automated reminder system.
Letter before action template for unpaid invoices (UK)
A clear letter before action template for UK trade businesses, plus the exact steps to follow before small claims.
Job costing template for UK trade businesses
A simple job costing template to track labour, materials, overhead, and profit per job. Includes a copy-paste table and setup steps.
13-Week Cash Flow Forecast Template for Trades (2025)
A 13-week cash flow forecast template for UK trades in 2025, with a simple method to predict gaps before they hit.
Messaging
Customer messaging and reviews
Scripts and templates for scope changes, no-shows, review asks, and tough conversations.
Review request SMS templates for trades (160 characters)
Copy-paste review request SMS templates for UK trades. Short, compliant messages that get more Google reviews without sounding desperate.
Field service apology templates that keep trust
Plain-English apology scripts for property damage, delays, and missed arrivals—each tied to Toolfy follow-up tasks to rebuild trust.
Dealing with Scope Creep: The
Stop scope creep on site. These ‘while you’re here’ scripts help you price extras, get quick approval, and protect margin without awkwardness.
Customer Says 'I'll Pay Next Week': Response Scripts
The exact words to use when customers delay payment. Firm but professional scripts that get invoices paid without damaging relationships.
Customer Not Home for Scheduled Appointment: Your Response
Customer not home for a booked slot? Follow this 15-minute protocol to document the no-show, apply your callout fee, and reschedule calmly.
Ops
Operations and job delivery
Job sheets, handover packs, and quality checklists to standardise field execution.
Job sheet and work order template for trades (printable)
A simple job sheet and work order template for trade businesses, with the exact fields you need for clear scope, sign-off, and payment.
Snag list template for contractors (UK)
A practical snag list template to close jobs cleanly, protect payment, and speed up handover for UK contractors.
Maintenance Contract Templates for Field Service Businesses (2026)
Recurring revenue contracts with response SLAs, deposit rules, CPI uplifts, and Toolfy workflows so contract billing is organised instead of living in spreadsheets.
Commercial Cleaning Business Guide (2026): Pricing, Contracts, and Operations
Build a commercial cleaning business in the UK with pricing models, scope templates, compliance packs, and QC systems that win recurring contracts.
Warranty Policy Template for Contractors (2026)
Clause-by-clause warranty template covering workmanship, materials, exclusions, and Toolfy evidence so disputes resolve quickly.
Site survey checklist template (kitchen, bathroom, roofing)
A practical site survey checklist to reduce scope creep, catch access issues, and write better quotes for kitchens, bathrooms, and roofing jobs.
Handover pack checklist for home improvement jobs
A simple handover pack checklist that reduces disputes, protects warranties, and speeds up final payment on home improvement jobs.
Compliance
Compliance and safety
RAMS, COSHH, GDPR, and tax checklists to stay audit-ready without admin sprawl.
RAMS template for trades (UK)
A practical RAMS template for UK trades, including a risk assessment and method statement you can adapt for most jobs.
COSHH assessment template for cleaning businesses (UK)
A simple COSHH assessment template for cleaning teams, covering chemicals, exposure risks, and control measures.
IR35 checklist for subcontract-heavy crews
Use Toolfy tasks, contracts, and evidence logs to prove your subcontractors are genuinely self-employed before HMRC comes asking.
GDPR Compliance Checklist for Small Service Businesses (2026)
Practical GDPR checklist for field service teams: lawful basis, consent, retention, DSR handling, and Toolfy evidence exports.
UK Trades Tax Deduction Checklist 2026
Every legitimate deduction UK trades can claim in 2026. Vehicles, tools, home office, CIS, travel, and more.
Playbooks
Playbooks and repeatable systems
Operational playbooks for scheduling, staffing, and customer experience scale.
Multi-day installation scheduling playbook
Quote, schedule, and complete multi-day installation jobs without double-booking crews. Templates and Toolfy workflows included.
Performance review playbook for field service teams
Tie performance reviews to Toolfy data—completion rates, callbacks, customer reviews—so conversations feel fair and actionable.
Property Manager Partnership Playbook (2026)
Pitch decks, SLAs, and onboarding workflows that turn property managers into repeat trade customers, plus a fit score calculator.
Going From Reactive to Booked Out: The Maintenance Contract Playbook
Recurring revenue models, pricing strategies, contract templates, and retention tactics that fill your calendar with predictable monthly income.
Refund & goodwill gesture playbook
Resolve customer disputes fast with Toolfy evidence, scripted responses, and goodwill credits that protect your online reviews.
Your Tech Just Quit Mid-Season: The 48-Hour Replacement Playbook
Tech walks out with zero notice during your busiest period. The exact emergency hiring, job coverage, and client communication plan that keeps revenue flowing.
Want these in your workspace?
Load every template into Toolfy in minutes
Spin up automated reminders, quote templates, and job checklists that match the exact language above.