Institutional Operations & Setup Center

Business Better How-To Guides & Operations Manual

Follow our step-by-step walkthroughs to configure your workspace email servers, team permissions, fleet costs, automated CIS payroll, and 24/7 tenant repair desks.

Why Connect Your Email Server?

Connecting your custom business email ensures all outgoing quotes, invoices, and job documents are sent directly from your verified domain (e.g. office@yourfirm.co.uk). Incoming emails from clients, landlords, or tenants sync automatically into your central Communications Hub.

Step-by-Step Configuration Walkthrough
  1. Step 1: Open Integrations & Email Settings
    Log in to your workspace. In the left navigation, go to Finance > Settings > Integrations & API Keys (or visit /finance/settings/integrations). Scroll down to the Email Settings (SMTP/IMAP) section.
  2. Step 2: Enter Outgoing Mail (SMTP) Settings
    Fill in your SMTP host, port, sending address, and password. Refer to the provider cheatsheet below:
    Provider SMTP Host Port Password / Authentication
    Google Workspace / Gmail smtp.gmail.com 587 or 465 Must use a 16-digit Google App Password (not your main Google account password).
    Microsoft 365 / Outlook smtp.office365.com 587 Your M365 email password (ensure "Authenticated SMTP" is enabled in your M365 Admin Center).
    Custom Domain (cPanel / Ionos) mail.yourdomain.co.uk 465 (SSL) or 587 Your mailbox password created in your hosting control panel.
    How to generate a Google Workspace / Gmail App Password:
    1. Log in to your Google Account at myaccount.google.com/security.
    2. Make sure "2-Step Verification" is turned ON.
    3. Search for "App passwords" in the top search bar.
    4. Create a new app name (e.g. "BusinessBetter OS") and click Generate.
    5. Copy the 16-character code (without spaces) and paste it into the SMTP Password field.
  3. Step 3: Enter Incoming Mail (IMAP) Settings
    Enable automated two-way reading of customer and tenant replies by providing IMAP details:
    • Google Workspace: Host imap.gmail.com | Port 993
    • Microsoft 365: Host outlook.office365.com | Port 993
    • Custom Domain / cPanel: Host mail.yourdomain.co.uk | Port 993 (SSL)
    • IMAP Username: Your full email address (e.g. office@yourfirm.co.uk).
    • IMAP Password: Same as your SMTP/App password.
  4. Step 4: Test Connection & Save
    Click the Save & Test Connection button. The system performs an instant handshake test with both your SMTP and IMAP servers and immediately dispatches a verification test email to your logged-in email. You will receive an on-screen confirmation badge: IMAP connected successfully!.
Troubleshooting Tip: If the test fails, verify that your email provider does not have SMTP authentication blocked by tenant security policies (common in GoDaddy M365 accounts) or that you haven't entered your standard Google account password instead of a 16-character App Password.

Why Complete Staff Configuration?

Your staff profile configuration powers BusinessBetter's real-time unit economics. When engineers clock into a job, their specific hourly or day wage is automatically deducted from that job's profit margin in real time.

Step-by-Step Staff Setup
  1. Step 1: Open the Staff Directory
    Navigate to Finance > Staff Manager (or visit /finance/hr). In the top-right corner, click the blue + New Employee button.
  2. Step 2: Enter Personal & Contact Details
    Fill in the employee's Full Name, Email Address, and Phone Number. Select their Department (e.g. Electrical, Plumbing, Roofing, General Building, Property Management, or Accounts).
  3. Step 3: Choose Role & Access Permissions
    Assign an access level based on the staff member's daily duties:
    • Worker / Site Engineer: Accesses the mobile Site Companion (PWA) to view assigned jobs, clock in/out, sign digital RAMS, log merchant receipts, and complete morning van defect checks.
    • Office / Dispatch: Accesses the Master Schedule, Service Desk, Customer CRM, and dispatch workflows without seeing company bank ledgers or director payroll.
    • Finance / Accounts: Accesses Sales Ledger, sorting office OCR, profit analysis, HMRC CIS verification, and payroll runs.
    • Admin / Director: Full unconstrained workspace control across all modules.
  4. Step 4: Configure Pay Model & CIS / PAYE Tax Settings
    This step is crucial for automated payroll and live margin tracking:
    • Pay Model: Select either Hourly Rate (e.g. £22.50/hr) or Day Rate (e.g. £180.00/day).
    • Employment Type: Choose between PAYE Employee or CIS Subcontractor.
    • CIS Tax Rate: If CIS Subcontractor, choose their verified deduction rate: 20% (Standard Registered), 30% (Unregistered / Unverified), or 0% (Gross Payment Status). Enter their 10-digit UTR number.
    • Bank Details: Enter Sort Code and Account Number for automated BACS export files.
  5. Step 5: Send Login Credentials & Install Mobile App
    Click Save. Staff members can now log in at your workspace address (e.g. yourfirm.businessbetter.co.uk). Instruct site engineers to open the URL on Safari (iPhone) or Chrome (Android) and tap "Add to Home Screen" for instant native-feel access with biometric login.

Why Fleet Overheads Matter

Most contractors fail to calculate the true cost of their fleet. A van costs £25 to £40 every single day in lease finance, insurance, road tax, and routine maintenance. BusinessBetter automatically allocates this vehicle cost directly to active jobs, ensuring quotes reflect real operational profit.

Step-by-Step Vehicle Onboarding
  1. Step 1: Open Fleet Command
    Navigate to CRM & Fleet > Fleet Manager (or visit /office/fleet or /finance/fleet). Click the + New Vehicle button.
  2. Step 2: Enter Registration & Vehicle Details
    Enter the UK Registration Plate (e.g. LN22 XYZ) and the Make & Model (e.g. Ford Transit Custom 300 Leader 2.0 EcoBlue).
  3. Step 3: Set Daily Unit Cost Overhead
    Specify the vehicle’s calculated daily operating cost (e.g. £28.50). When this van is assigned to a job or logged by a crew, BusinessBetter automatically incorporates this running expense into your unit margin tracker.
  4. Step 4: Set Statutory Compliance Expiry Dates
    Log the 4 crucial compliance milestones:
    • MOT Expiry Date: Automated 30-day warnings prevent vehicles operating illegally.
    • Road Tax Expiry Date: Tracks DVLA renewal cycles.
    • Commercial Insurance Renewal Date: Guards against accidental policy lapses.
    • Scheduled Service Interval / Date: Tracks preventative mechanical servicing.
  5. Step 5: Assign Primary Driver & Gang/Crew
    Select the primary assigned engineer from your staff dropdown. You can also assign regular crew members who travel in this vehicle. This links directly to the driver’s mobile app, mandating their morning vehicle roadworthiness defect check before their daily work order begins.
  6. Step 6: (Optional) Connect Telematics or GPS URL
    If using GPS tracking units (e.g. Geotab, Samsara, or custom live tracking link), paste your tracking portal URL. Office dispatchers can click directly into the vehicle's live map to verify site arrival times without calling the driver.

Objective: Configure your master workspace, sector mode, and team permissions
  1. Workspace Subdomain: During registration, your dedicated workspace is provisioned (e.g., yourfirm.businessbetter.co.uk). Log in with your admin credentials.
  2. Sector Mode Selection: Navigate to Settings > Company Profile. Toggle between Trade Contractor (live margins, CIS payroll, fleet), Estate Agency (rent roll, tenant desk, compliance radar), or Hybrid mode.
  3. B2B Partner Link Code: Your unique Partner Code is generated automatically under Settings > Integrations. Share this code with contractor partners or letting agents to establish automated reciprocal work order links.
  4. Branding & Custom Subdomain: Upload your high-resolution company SVG or PNG logo and select your primary hex brand color. Client PDFs and tenant portals automatically adopt your identity.

Objective: Run monthly CIS payroll with zero manual math and generate HMRC compliant deduction certificates
  1. Subcontractor UTR Verification: Under HR > Staff, specify subcontractor UTR numbers, tax codes, and verification status (Gross 0%, Standard 20%, or Higher 30%).
  2. Timesheet & Invoice Ingestion: Subcontractor hours logged via mobile PWA or labor invoices processed through the AI Sorting Office flow directly into the payroll staging table.
  3. Labor vs. Material Splitting: The system automatically separates qualifying labor from materials and VAT. CIS deductions apply solely to gross labor.
  4. 1-Click Monthly Statement Generation: Navigate to Finance > Payroll. Click "Run CIS Payroll" to compile the monthly return. Individual Subcontractor Deduction Statements (PDF) are generated and emailed to your trade partners with one click.

Objective: Know the exact real-time profit margin of every commercial project as it happens
  1. Contract Budget Allocation: When creating a quote or job, define the target contract value, allocated labor hours, and expected material allowances.
  2. Live Labor Depletion: As site operatives clock in on their mobile companion, labor cost is deducted in real time based on each operative's true loaded hourly rate.
  3. Fleet & Plant Overhead Allocation: Assigning a company van to a job automatically draws down the van's daily operational lease and insurance cost from project margin.
  4. AI Material Receipt Sync: Receipts snapped at merchant trade counters (e.g. Travis Perkins, CEF) are parsed via OCR and allocated straight into the job ledger.

Objective: Eliminate manual reconciliation and chase overdue rent automatically
  1. Tenancy Setup: Under Landlords & Tenancies, log monthly rent amount, collection due date, management fee percentage, and active tenancies.
  2. Direct Stripe Rent Links: The system generates unique payment tokens for each tenant (/agency/pay-rent/<token>). Tenants receive SMS/email checkout links allowing them to pay via Apple Pay, Google Pay, or debit card in seconds.
  3. Real-Time Arrears Ledger: Track paid, pending, and overdue rent in real time. Landlord payout remittances are calculated automatically with agency management commission deducted.

Objective: Eliminate unnecessary phone triage and dispatch repairs with spend caps
  1. The Public Tenant Desk: Tenants report issues through your dedicated portal (/tenant/report). The system mandates high-resolution photo uploads and emergency categorization before a ticket can be created.
  2. Emergency Triage Desk: Property managers review tickets in one central inbox. Tickets are flagged as Critical (gas/water leak), High, or Routine with keycode access details.
  3. B2B Partner Link Dispatch: Enter an approved contractor Partner Code to link accounts. Dispatch work orders directly into their schedule with pre-approved spend caps (e.g. £150 maximum without prior sign-off).
  4. Zero-Chase Updates: When the contractor marks the job complete and uploads completion photos, landlords and tenants receive instant automated notification.

Objective: Generate HSE-compliant Risk Assessments and Method Statements in under a minute
  1. Task & Trade Selection: Navigate to Compliance > RAMS Studio > New Assessment. Select active trade scopes (e.g. Working at Height, Electrical Isolation, Hot Works, Roofing).
  2. Hazard Matrix Auto-Population: The system automatically populates verified hazards, severity ratings, mandatory control measures, and PPE requirements.
  3. Method Statement Sequencing: Review step-by-step site procedure, emergency evacuation contact numbers, and nearest hospital A&E details.
  4. Client Export & Sign-Off: Generate an institutional PDF document complete with company branding. Field engineers sign via mobile before beginning work on site.

Objective: Maintain fleet roadworthiness and verify engineer site arrival via GPS
  1. Vehicle Registration: Under Fleet > Vehicles, log registration numbers, vehicle model, MOT due dates, and assigned drivers.
  2. Morning PWA Defect Checklist: Before starting their shift, engineers complete a 2-minute mobile inspection checking tires, fluid levels, brakes, lights, and load security.
  3. Defect Photo Logging: If damage or mechanical issues are detected, the driver must take a photo. Severe defects automatically flag the van as out-of-service, alerting office management immediately.
  4. GPS Telematics Radar: Office dispatchers view real-time fleet locations, verifying on-site arrival and departure times without questioning engineers.

Objective: Never let a statutory landlord safety certificate expire unmanaged
  1. Automated Expiry Radar: Navigate to Agency > Compliance Radar. The ledger displays all portfolio properties color-coded: Green (Compliant), Yellow (Expiring within 30 days), and Red (Expired).
  2. Auto-Quote Renewal Workflow: When a Gas Safety (CP12) or EICR reaches 30 days to expiry, the system creates a pre-populated quote request for your preferred Gas Safe contractor.
  3. Certificate Vault: Uploaded renewal PDFs automatically link to the landlord client portal and tenant portal, satisfying legal service requirements.

Objective: Streamline site execution, photo logging, and merchant expense capture
  1. PWA Installation: Open your workspace domain on Safari (iOS) or Chrome (Android) and tap "Add to Home Screen". No app store downloads required.
  2. 1-Touch Clock-In: Engineers start shift with one tap. GPS location is captured to verify time spent on active jobs.
  3. AI Receipt Sorting Office: Photograph fuel or builders merchant receipts on site. Our multi-LLM AI OCR extracts supplier, total, VAT, and line items, allocating expenses straight into the job cost ledger.
  4. Client Digital Sign-Off: Capture client sign-offs directly on phone glass. Completed job records archive instantly with photos attached.
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