Why UK Trades Businesses Are Struggling — And How a Virtual Office Team Can Give You Your Evenings Back Running a trades business in the UK isn’t just about doing great work. Whether you’re a carpenter, plumber or electrician , you already know the truth: Your workday doesn’t end when you pack up the tools. For many trades business owners, the real shift begins after 6pm. All day on the tools All night on admin, invoicing and IT issues Trying to catch up with missed calls A weekend full of paperwork Marketing that never seems to get done Cashflow tight because payments are slow It’s no wonder so many tradespeople feel like they’re working two full-time jobs — one on-site, and one in the “office”. If that sounds familiar, you’re not alone. And the good news? It doesn’t have to be this way. The Hidden Reality of Running a Trades Business Today Most tradespeople start their business for the same reason: You’re good at what you do. You take pride in y...
11 Free Google Apps Every Trades Business Should Set Up First
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11 Free Google Apps Every Trades Business Should Set Up First
Running a trades business without systems is like building an extension without a spirit level — messy, frustrating, and likely to fall apart.
In this guide, I’ll walk you through the 11 core Google applications I set up for my business, all under one Digital Master Key Account. These apps form the digital toolbox I use every day to manage projects, chat with clients, store photos, schedule jobs, and more — all for free.
Before we start, this is important:
You're not setting this up under your personal Gmail. You're creating a new admin-only Google account — one that acts like the control panel for your business.
This account won’t be used for client-facing emails. Instead, it holds your systems together: your files, your photos, your email templates, your blog, and more.
Think of it like your digital back office.
✅ The 11 Core Google Apps to Set Up (and Why)
1. Gmail
Your starting point. Not for daily client emails — but for system notifications, admin access, backups, and connecting all your Google tools.
2. Google Contacts
A simple address book. Not a CRM, but useful for keeping admin email addresses, suppliers, and system logins all in one spot.
3. Google Chat
For internal team chat, separate from WhatsApp. Fully backed up. Handy if you’ve got a team or remote assistant. Not essential, but a tidy extra.
4. Google Calendar
Great for blocking out job bookings, adding deadlines, or syncing reminders. You can share access with admin staff or your bookkeeper later.
5. Google Tasks
A lightweight to-do list that plugs into your Calendar. Not perfect, but a solid start for getting jobs out of your head and onto paper (well, pixels).
6. Google Keep
Digital sticky notes. Ideal for jotting down materials lists, login details (don’t write passwords, mind!), or handing tasks to an assistant.
7. Google Photos
Store before-and-after photos of jobs. Sync from your phone, and easily share folders with your team or marketing help.
8. Google Drive
Your virtual filing cabinet. Organise files into folders like:
Admin
Finance & Bookkeeping
Marketing
ICT
Clients & Projects
Hint: that’s from our F-SMART Framework.
9. Google Meet
Free video calls. Handy for virtual site visits or chatting with clients who "just want to show you something quickly."
10. Google Sites
Use it to build your website (yep, really). It’s simple, clean, and free. Great for getting online fast without hiring a web designer.
11. Google Blogger
Ideal for posting tutorials, case studies, or articles. A separate blog builds your SEO — and shows clients you know your stuff.
🎯 Bonus: Gemini (Google AI)
Google’s free AI assistant. Like ChatGPT but built into your account. Useful for writing emails, summaries, or figuring out how to phrase something properly (like this post 😏).
🔐 Keep This Account Safe
This admin account is not to be used day-to-day. It’s the back-end system owner. Keep the login somewhere safe and consider adding a second admin account as a backup, in case you forget the password or need someone else to access it later.
💻 Want Us to Set It All Up for You?
If this feels overwhelming — no shame in that — we offer a full Digital Starter Package for trades businesses. We'll set it all up, label it, link it, and walk you through how to use it.
Set these up first before you start adding more apps, team members, or fancy software. Without these basics, your systems will always be built on sand.
And if this helped you, do us a favour: Like the video, share this post, or shout us out. We’re here to help tradespeople run better businesses — and maybe get a full night’s sleep too.
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