13h ago

25 - Why Every Business Owner Needs a Reset Weekend

Why Every Business Owner Needs a Reset Weekend When was the last time you stepped away from your business—not to work on a job, attend a conference, or catch up on admin—but simply to think? In this episode of the Hey Tradies Podcast, Amanda shares the experience of taking her second solo business retreat. What started as a last-minute decision while her son was away at school camp turned into one of the most valuable weekends she's had all year. From reflecting on the year so far to celebrating wins she'd forgotten about, this episode is a reminder that sometimes the best thing you can do for your business is step away from it. If you've been feeling overwhelmed, stuck in the day-to-day, or constantly reacting instead of leading, this episode will encourage you to press pause, reset, and refocus on where you're heading. In This Episode Why every business owner needs time away from the daily noise How a solo business retreat created clarity and renewed focus The importance of reflecting on your highlights, lowlights and lessons learnt Why celebrating your wins is just as important as setting new goals How reviewing annual goals can remind you how far you've already come Working backwards from your business goals using capacity and conversion rates The power of creating space to think instead of constantly reacting Why slowing down can actually help you move your business forward faster Key Takeaway Running a successful business isn't just about staying busy—it's about making sure you're heading in the right direction. Taking time away to reflect, review your progress and plan your next steps gives you the clarity to make better decisions and reminds you just how much you've already achieved. Sometimes the most productive thing you can do is stop. This Week's Action Step Before the end of the year, schedule yourself a reset day. It doesn't need to be expensive or extravagant. Book a night away, head to your favourite café, or spend a day somewhere quiet with your laptop or notebook. Use the time to: Reflect on your wins and lessons learnt Review your goals Celebrate your progress Set three priorities for the next month Your business deserves more than surviving week to week—and so do you. Work With Virtual Coastie If you're spending all your time working in your business and never getting the chance to work on it, we'd love to help. Whether you need better systems, Fergus implementation, or ongoing admin support, our goal is simple: to create the headspace you need to lead your business instead of constantly putting out fires. Our services include: ✔ Monthly Admin Support – Ongoing support with invoicing, scheduling, supplier bills, accounts receivable and bookkeeping. ✔ Fergus Implementation – We'll customise Fergus to suit your business and help your team get the most from it. ✔ Fergus Power Hour – A focused one-on-one session to improve your systems, identify bottlenecks and create an action plan for your business. Learn more at www.virtualcoastie.co.nz

Jul 28

24 – Five Fergus Features That Could Save You Hours Every Week

Five Fergus Features You're Probably Not Using (But Should Be) Most tradies use Fergus every day—but are you actually getting the most out of it? In this episode of the Hey Tradies Podcast, Amanda shares five of her favourite Fergus features that can save you hours every week, improve your cash flow, and make running your trade business a whole lot easier. These aren't complicated features either. They're practical tools that many businesses already have access to but simply aren't using. If you've ever thought, "I'm probably only scratching the surface with Fergus," this episode is for you. In this episode: Why most trade businesses are only using a fraction of Fergus's capabilities How the Enquiries feature can eliminate double handling and speed up your quoting process Using Favourites to create quotes in minutes instead of starting from scratch every time How Fergus Pay helps you get paid faster with Apple Pay, Google Pay, direct debit, Afterpay and more Why Checklists create consistency across your team and reduce costly mistakes How automatic Deposit Invoices save admin time and improve your cash flow Why small system improvements create big long-term results Key Takeaway You don't need to completely overhaul your business to save time. Sometimes, one small change—like creating a Favourite, adding a Checklist, or turning on Fergus Pay—can save hours every single week. The goal isn't to use every feature overnight. The goal is to start using the tools you've already got to build a business that runs more efficiently. This Week's Action Step Choose one Fergus feature you aren't currently using and commit to setting it up this week. Whether it's: Enquiries Favourites Fergus Pay Checklists Deposit Invoices Start with one. Master it. Then move on to the next. Small improvements add up quickly. Work With Virtual Coastie Need help getting the most out of Fergus? We work with tradies across New Zealand to streamline their systems, improve cash flow, and reduce admin through practical Fergus implementation and support. Our services include: Fergus Power Hour – One-on-one coaching to improve your Fergus setup and workflows. Fergus Implementation – We'll help you customise Fergus to suit the way your business operates. Monthly Admin Support – Ongoing support with invoicing, supplier bills, scheduling, job costing, debt collection, and bookkeeping. Find out more at www.virtualcoastie.co.nz

Jul 21

23 - How to Get Your Evenings Back (Without Growing a Smaller Business)

How to Get Your Evenings Back (Without Growing a Smaller Business) When was the last time you finished work, shut your laptop, and actually enjoyed your evening? For many tradies, working after dinner has become the norm. There's always another quote to send, invoices to process, emails to answer, or paperwork to catch up on. But what if getting your evenings back wasn't about working harder—it was about building a better business? In this episode of the Hey Tradies Podcast, Amanda shares her own journey of breaking the habit of working every night, the lessons she learned from one of her very first clients, and why getting your evenings back is often the result of improving your systems, planning your day better, and letting go of the idea that you have to do everything yourself. If you're tired of finishing one workday only to start another after dinner, this episode is for you. In This Episode Why working every evening shouldn't be the goal of running a business Amanda's own struggle with breaking the habit of working nights The simple change one client made that transformed his workday Why getting your evenings back is a "domino goal" How better systems and planning reduce after-hours admin Why small improvements are more realistic than aiming for perfection The importance of setting boundaries around your time How to plan your day backwards so the paperwork doesn't spill into the evening What your evenings are really costing you beyond just time Key Takeaway Getting your evenings back isn't about doing less work—it's about designing your business so the work gets done at the right time. When you improve your systems, delegate where you can, plan your days with intention, and protect your personal time, you create a business that supports your life instead of taking it over. This Week's Action Step Choose one evening this week where you won't open your laptop after dinner. Treat it like any other important appointment and plan your day around protecting that time. Once you've proven you can protect one evening, challenge yourself to make it two. Small changes lead to lasting habits. Work With Virtual Coastie Feeling like you're constantly catching up after hours? At Virtual Coastie, we help tradies streamline their admin, improve their systems, and free up more time to focus on what matters most. Our services include: Fergus Power Hour Fergus Setup & Implementation Monthly Admin & Bookkeeping Support Find out more at www.virtualcoastie.co.nz If you enjoyed this episode, please follow the podcast, leave a rating, or share it with another tradie. It helps more trade business owners discover the show and build businesses that are more profitable, organised, and give them more time back. #HeyTradiesPodcast #TradieBusiness #WorkLifeBalance #BusinessSystems #FergusSoftware #SmallBusinessNZ #TradieLife #BusinessOwner #VirtualCoastie #TimeManagement

Jul 7

22 - You're Not Just a Tradie Anymore – The Mindset Shift Every Business Owner Needs to Make

You're Not Just a Tradie Anymore – The Mindset Shift Every Business Owner Needs to Make At some point in every growing trade business, something changes. You stop being "just the tradie" and become the business owner. The problem? Most of us never make that mental shift. In this episode, Amanda shares her own journey from starting Virtual Coastie simply to create a better life, to building a team and realising that her role had completely changed. She also talks about the common challenges she sees tradies face as they grow their businesses—and why working harder isn't the answer. If you're constantly putting out fires, working nights, and feeling like the business can't function without you, this episode is for you. In this episode: Amanda's personal journey from employee to business ownerWhy most business owners accidentally create themselves a bigger jobThe mindset shift from doing the work to leading the businessWhy being the best tradie isn't enough once your business starts growingThe difference between working in your business and working on itWhy systems create freedom—not more adminHow delegation helps your business growWhy business owners often become the biggest bottleneckWhat success looks like beyond simply being busyHow building the right team creates more freedom for everyone Key Takeaway The business doesn't need you to do everything. It needs you to lead. As your business grows, your role has to grow too. The sooner you start letting go of tasks that others can do, the more time you'll have to focus on building a business that supports your team, your family, and your long-term goals. This Week's Action Step Write down everything you do in a normal week. Then ask yourself: "Is this something only I can do... or is it something I've simply never let go of?" You'll probably find there are more tasks you can delegate than you realise. Every task you hand over creates space for you to become the business owner your business needs. Work With Virtual Coastie If you're ready to stop working nights and start building systems that give you more time back, we'd love to help. Our services include: ✔ Monthly Admin Support From invoicing and supplier bills to scheduling, accounts receivable, job costing and bookkeeping—we become part of your team and help keep your business running smoothly. ✔ Fergus Implementation We'll customise Fergus to suit the way your business operates, helping you improve efficiency, visibility and cash flow. ✔ Fergus Power Hour A practical one-on-one coaching session where we'll work through your biggest business bottlenecks and create a plan to move you forward. Learn more at www.virtualcoastie.co.nz

Jun 30

21 - Terms of Trade - If You Don’t Set the Rules, Your Customers Will

Terms of Trade: If You Don’t Set the Rules, Your Customers Will A local Facebook post about paying tradies invoices sparked a huge debate online this week — and honestly, it highlighted a massive issue for small trade businesses. Some people argued: "If the invoice says 14-day terms, I’ll pay on day 14." Others said: "Pay tradies immediately — small businesses are struggling." And the reality is… both sides have a point. In this episode, Amanda talks about why terms of trade matter so much for tradies, why cashflow pressure hits small businesses hard, and how setting clear payment expectations upfront can completely change your business. Because at the end of the day, you get to choose the terms you work under. In this episode: Why terms of trade matter more than most tradies realiseThe Facebook post that sparked a heated local debateWhy customers paying on the due date isn’t technically “wrong”The difference between cashflow pressure for small businesses vs larger companiesWhy tradies need to stop avoiding payment conversationsPayment on completion vs 7-day or 14-day termsWhy deposits protect your cashflowService fees and minimum callout chargesSetting payment expectations before the work startsWhy systems only work if you actually enforce themThe link between poor payment systems and cashflow stressHow better communication reduces payment issues Key takeaway If customers are constantly paying late, sometimes the issue isn’t the customer — it’s the process. Clear payment expectations, deposits, stronger systems, and better communication can massively improve your cashflow and reduce stress. Because you are allowed to decide the terms you work under. Action step This week, review your terms of trade. Ask yourself: ✔ Are they clear? ✔ Are they realistic? ✔ Are you communicating them upfront? ✔ Should you require deposits? ✔ Should you move to payment on completion for maintenance work? ✔ Do your invoices clearly state payment expectations? Small changes to your payment process can make a huge difference to cashflow. Work With Virtual Coastie Monthly Admin & Bookkeeping Support Need help tightening up your invoicing, payment processes, accounts receivable, or admin systems? We help tradies get organised and get paid faster. Fergus Setup & Implementation Get Fergus working properly with workflows and systems that help your team stay on top of jobs, invoicing, and communication. Fergus Power Hour Need help reviewing your cashflow systems, payment terms, or admin processes? Book a practical working session with Amanda. Learn more at www.virtualcoastie.co.nz

Jun 23

20 - If I Asked You What Your Most Profitable Job Type Is... Would You Actually Know?

If I Asked You What Your Most Profitable Job Type Is... Would You Actually Know? Most tradies know what keeps them busy. Far fewer know what actually makes them money. In this episode, Amanda walks through one of the most powerful questions you can ask yourself as a trade business owner: What is your most profitable type of job? Not the biggest invoice. Not the job that takes the longest. Not the work that keeps the team busy. The work that consistently delivers strong margins, gets completed efficiently, gets invoiced quickly, and puts money in the bank. Using Fergus as an example, Amanda explains how to start identifying patterns in your business, uncover your most profitable work, and use systems to do more of it. In this episode: Why bigger revenue doesn't always mean bigger profitThe difference between staying busy and running a profitable businessHow to use the Fergus WIP Report to identify patternsUsing Groups in Fergus to categorise different job typesComparing maintenance work, project work, callouts, and recurring jobsWhy some jobs create more stress than profitUnderstanding the difference between job gross profit and business profitWhy labour rates need to recover overheadsThe hidden costs many tradies forget to includeHow repeatable work becomes more efficient over timeUsing Fergus Templates to reduce admin and improve consistencyWhy specialisation can improve profitability and referralsThe real cost of callbacks and reworkHow to start making decisions based on data rather than gut feel Key takeaway You probably don't need more jobs. You need more of the right jobs. The businesses that understand which work creates the best margins, runs smoothly, and can be systemised are often the businesses that grow faster with less stress. Because when you know what makes you money, you can intentionally do more of it. Action Step This week: ✔ Pull up your Fergus WIP Report for the last month ✔ Look for patterns in your job types ✔ Start categorising jobs using Fergus Groups ✔ Identify which jobs: Make the best marginsGet invoiced quicklyGet paid quicklyCreate the least stressHave the fewest callbacks Remember: You can't improve what you're not tracking. Free Profitability Calculator Amanda is currently building a free profitability calculator to help tradies better understand: Labour recoveryGross profit marginsOverhead recoveryProfitable job typesWhere the real money is being made Download the calculator using the link here.

Jun 9

19 - What Should Happen From the Moment a Lead Comes In

What Should Happen From the Moment a Lead Comes In What happens when someone finds your business online and calls you? Do they get an answer? A voicemail? A text? Or do they just ring the next tradie on the list? Because for residential maintenance work especially, speed matters. Customers searching “electrician near me” or “plumber near me” are often calling multiple businesses, and the tradie who responds quickly, communicates clearly, and makes it easy to book usually wins the work. In this episode, Amanda breaks down the ideal lead handling process from the moment an enquiry comes in — because if you’re spending money on Google Ads, SEO, websites, signage, or reviews but dropping the ball once someone contacts you, you’re leaking work. In this episode: Why speed wins with residential maintenance leadsThe real cost of missed callsWhy most people won’t leave a voicemailHow automated missed call text messages can save lost leadsWhat your voicemail should actually sayThe information you should capture for every leadHow to qualify leads and avoid wasting time on tyre kickersWhy photos can save unnecessary site visitsWhy slow quotes lose jobsThe importance of quote follow-upSetting payment expectations upfrontDeposits and protecting your cashflowCreating a smooth customer experience from booking to paymentWhy Google reviews matter for future leadsWhen it might be time to introduce a CRM Key takeaway You probably don’t need more leads. You need a better process for handling the ones you’re already getting. Fast response, clear communication, and consistent follow-up can make a massive difference to your conversion rate. Because there’s no point paying for leads if they’re slipping through the cracks. Action step Set up one automated missed call text message this week. Include: ✔ A quick apology ✔ A short explanation ✔ A link to your enquiry form or website That one simple system could save you lost jobs immediately. Work With Virtual Coastie Monthly Admin & Business Support If leads are slipping through the cracks, we can help tighten up your admin systems, enquiry handling, quoting workflows, and customer communication. Fergus Setup & Implementation Make the most of Fergus with practical setup and systems that help your team move faster and stay organised. Fergus Power Hour Need help reviewing your lead handling process or setting up better workflows? Book a practical working session with Amanda. Learn more at www.virtualcoastie.co.nz

Jun 2

18 - Why “I’ll Just Do It Myself” Is Costing You More Than You Think

Why “I’ll Just Do It Myself” Is Costing You More Than You Think Still doing all the admin yourself because it feels quicker? This episode is your reality check. If your evenings are disappearing into invoicing, supplier bills, emails, scheduling, chasing payments, or quote follow-up… you’re not alone. A lot of tradies hang onto admin tasks way longer than they should — not because they want to, but because it feels easier, cheaper, or “quicker” to just do it themselves. But as your business grows, that approach becomes the bottleneck. More work creates more paperwork. More team means more scheduling, communication, invoices, supplier bills, and admin. And if you’re still trying to do it all yourself after hours or on weekends, the business starts taking more from you than it gives back. In this episode, Amanda talks through the admin tasks tradies hang onto for too long, the emotional reasons behind it, and how to start taking back control. In this episode: The biggest lie tradies tell themselves: “It’s quicker if I just do it myself” Why “I can’t afford help” might actually be costing you more The night and weekend admin trap Why delayed invoicing kills cashflow Inbox chaos and missed opportunities Quote follow-up (and the money sitting there waiting) Supplier invoice entry and visibility over your numbers Scheduling stress once you’ve got a team Why tradies hate chasing debtors The emotional side of delegation: control, trust, guilt, and perfectionism When it’s actually time to get help Key takeaway Just because you can do it yourself doesn’t mean you should. As your business grows, doing everything yourself stops being efficient and starts becoming the thing holding your business back. Your time is better spent running the business — not buried in admin at 10pm. Action step This week, write down every admin task you do. Then circle the ones that: ✔ you hate doing ✔ delay cash coming in ✔ someone else could probably do ✔ you only keep doing because “it’s quicker” That’s your delegation shortlist. Work With Virtual Coastie Monthly Admin & Bookkeeping Support If you’re drowning in admin, invoicing, debtors, supplier bills, scheduling, or bookkeeping, our team can help take the pressure off and give you your evenings back. Fergus Setup & Implementation Get Fergus working properly with systems and workflows that actually make life easier. Fergus Power Hour Need help figuring out what you should stop doing, what to delegate, or how to streamline your systems? Book a practical working session with Amanda. Learn more at www.virtualcoastie.co.nz

Hey Tradies! Podcast

25 - Why Every Business Owner Needs a Reset Weekend

24 – Five Fergus Features That Could Save You Hours Every Week

23 - How to Get Your Evenings Back (Without Growing a Smaller Business)

22 - You're Not Just a Tradie Anymore – The Mindset Shift Every Business Owner Needs to Make

21 - Terms of Trade - If You Don’t Set the Rules, Your Customers Will

20 - If I Asked You What Your Most Profitable Job Type Is... Would You Actually Know?

19 - What Should Happen From the Moment a Lead Comes In

18 - Why “I’ll Just Do It Myself” Is Costing You More Than You Think

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Hey Tradies! Podcast

Episodes

25 - Why Every Business Owner Needs a Reset Weekend

24 – Five Fergus Features That Could Save You Hours Every Week

23 - How to Get Your Evenings Back (Without Growing a Smaller Business)

22 - You're Not Just a Tradie Anymore – The Mindset Shift Every Business Owner Needs to Make

21 - Terms of Trade - If You Don’t Set the Rules, Your Customers Will

20 - If I Asked You What Your Most Profitable Job Type Is... Would You Actually Know?

19 - What Should Happen From the Moment a Lead Comes In

18 - Why “I’ll Just Do It Myself” Is Costing You More Than You Think

About

Information