Your crew log their own work. You see all of it and do the invoicing.
The Team plan (£34 a month, intro price) is everything in Pro plus up to 5 team members on your account. Each member uses their own WhatsApp number to log mileage, jobs, materials and receipts — no web login, no app, no subscription of their own. Everything they log lands on your account: their jobs use your job numbers and your hourly rate, and you invoice them. Quotes, invoices, settings and reports stay with you, the account owner.
Go to the Team page at app.graftg.co.uk/team and add each person’s name and UK mobile number — up to 5 members. A number that already has its own GraftG account can’t be added to a team.
GraftG doesn’t message them first, so tell them: ask them to text JOIN to the GraftG WhatsApp number, 07727 722371. The Team page has a “Send them the joining link” button that opens your own WhatsApp with the message ready to send. Once they text JOIN they’re in.
Log mileage ("45 miles to Birmingham", then MILES REPORT for their total), run jobs (Start job: Smith, 14 Oak St → MATERIALS: £45 pipe → END JOB), send photos of receipts, text JOBS for the jobs you’ve given them and DIARY for the visits you’ve assigned. Voice notes work too. HELP shows them their own short list. They see hours and materials on their jobs, never your hourly rate.
Their mileage, receipts and jobs show on your account: MILES REPORT lists each person’s miles and HMRC value, RECEIPTS and the Receipts page include theirs (with who logged each one), and their receipts go into your Accountant Pack, PROFIT, SUMMARY, MTD export and Xero. The Mileage, Receipts and Jobs pages and the CSV exports get a “Who” column.
HMRC’s mileage allowance is per driver, so each person keeps their own 10,000-mile band at 55p a mile (25p after that). A busy crew can’t push anyone onto 25p early, and mileage.csv in the pack shows who drove each trip.
When a team member texts END JOB, you get a WhatsApp (and an email if your account has one): “Dave finished Job 03 — reply INVOICE JOB 03”. Reply that and GraftG raises the invoice at your rate, with your numbering, bank details and branding. If they corrected the hours (“make it 5 hours”), the invoice uses them. TEAM STATUS lists crew jobs that are ready to invoice, and so does Quotes → Ready to invoice on the web.
Reply ASSIGN JOB 12 TO Dave to give one of your open jobs to a team member. GraftG messages them (WhatsApp only delivers if they’ve texted GraftG in the last 24 hours, so give them a shout too); they see it with JOBS and text START JOB 12 to start it. The clock starts when they do — if you’d already put time in, add it after END JOB. For diary visits, ASSIGN BOOKING 2 TO Dave (numbers from your last DIARY list) puts the visit in their DIARY.
Quotes, invoices, chasers, customers, CIS, reports (PROFIT, SUMMARY, PACK, MTD EXPORT) and your business, bank and VAT settings are owner-only. If a team member texts one of those, GraftG tells them only the account owner can do that.
Remove a member on the Team page. Everything they logged — mileage, receipts, jobs — stays on your account, still marked as theirs. A job they had running comes back to you as finished, ready to invoice. Their number is freed: if they text GraftG they’re told they’re no longer on your team, and they can sign up on their own or be added again later.
TEAM STATUSINVOICE JOB <n>ASSIGN JOB <n> TO <name>ASSIGN BOOKING <n> TO <name>JOBS (team member)£34 a month (intro price) for the whole account — you plus up to 5 team members. It includes everything on Pro.
No. They don’t need a web login or a subscription of their own. Once you’ve added their number on the Team page, they text JOIN to the GraftG number and they’re in. If a team member tries to sign up on the website, they’re told the number is already on your team.
WhatsApp only lets a business start a conversation with a pre-approved message template, and the team invite isn’t one yet. So you tell them — the Team page’s “Send them the joining link” button opens your own WhatsApp with the message ready.
No — invoicing, quotes and reports are handled by the account owner. Team members log the work and you bill it: when they text END JOB you’re told the job is ready, and INVOICE JOB <number> raises the invoice at your rate.
Yours. A team member’s job is on your account, so labour is priced at your rate and the invoice uses your numbering, bank details and branding. Team members see their hours and materials, not the money.
Yes. MILES REPORT shows each person’s miles and HMRC value, RECEIPTS includes theirs, and the Mileage, Receipts and Jobs pages show who logged what. Their receipts count in your PROFIT, SUMMARY, Accountant Pack, MTD export and Xero. Mileage is valued per person, because HMRC’s 10,000-mile band is per driver.
No. INVITE (like REFER) gets your referral link for recommending GraftG to a mate. Team members are added on the Team page at app.graftg.co.uk/team.
Up to 5 team members, counting anyone you’ve added who hasn’t texted JOIN yet. Remove a member or cancel an invite on the Team page to free up a place.
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