Leaving Tradify? How to move customers and quotes to EstiMate

Moving from Tradify to EstiMate doesn't need a weekend of retyping or a risky cut-over date. The safe way is to start new work in EstiMate, let live jobs finish in Tradify, and cancel once the last Tradify invoice is paid. Most of the effort is an hour or two of setting up at the start.

Here's the order we'd do it in, what moves across and what stays put, and what the overlap month costs.

Before you start: three lists and two checks

Pull three lists out of Tradify before you touch anything else:

• Open quotes you're still waiting to hear back on.
• Live jobs, and roughly how far through each one is.
• Invoices you've sent that haven't been paid.

Then two checks. First, is your Tradify account connected to Xero, QuickBooks or Sage? If it is, your invoice history is probably already in your accounts software, and it stays there whatever you do with Tradify. Second, read Tradify's billing terms. Its help centre says billing is generally monthly, pro-rata and in arrears, by Visa or Mastercard (Tradify billing terms). Knowing that before you pick a cancel date avoids a surprise on the last bill.

Step 1: Export your customer list

Export your customer list from Tradify (check their help centre for the current steps). Save the file somewhere safe as your master copy, because it's the one thing you don't want to lose.

To bring that list into EstiMate, ask the in-app help assistant or email support@esti-mate.app for the quickest route. Failing that, add customers as you quote them. Your regulars will be in within a few weeks without you trying.

Step 2: Set up EstiMate on the free plan

Sign up on the free plan. There's no card and no time limit. It gives you 3 jobs a month with material and labour breakdowns and watermarked PDFs, which is enough to price your next job properly and see how pricing works in EstiMate.

Spend half an hour on the setup that every quote will use:

• Company details and logo.
• Your VAT position and rates (20%, 5% and 0% are built in, along with the domestic reverse charge).
• Your CIS status, so deductions come out right on invoices.
• Your day rates for each trade.

While you're there, the free trade calculators cover concrete, brickwork, roofing, plastering and more for quick checks.

Step 3: Bring your prices across

The valuable part of your old quotes isn't the customer names. It's the prices: what you charge for a day's bricklaying, a first-fix rewire, a bathroom strip-out. On EstiMate Pro (£39.99 a month, with a free trial when you upgrade), the AI can import old quotes, and even pages of a paper quote book, so those prices come with you.

From then on, quote memory records every material price, labour package and margin you use, and autocomplete suggests your last price for any item. Grab a dozen recent quotes you sent (the PDFs in your sent emails will do) and import those first. If you want a refresher on what a good quote should include, see how to create a professional quote.

Step 4: Run both for a month

One rule makes this easy: new enquiries go into EstiMate, and anything already live in Tradify finishes in Tradify. Don't move a half-built job between apps. It splits that job's paper trail across two systems, and that's exactly the trail you want in one place if there's ever a dispute.

During the month you'll get used to the EstiMate flow, which starts on the £15.99 plan (Pro includes it too). The client accepts the quote online and can tick optional extras or ask for amendments. The accepted quote becomes a contract they sign online. Variations get priced from site with a one-tap approval link. Invoices go out with a pay-online link through your own Stripe account, and overdue ones can be chased automatically if you turn that on.

Step 5: Decide what your accounting software is for

If you've used Tradify with Xero or Sage to produce CIS and reverse-charge invoices, that job now moves to EstiMate. Tradify's help centre says it can't create a CIS invoice unless it's connected to Xero or Sage Business Cloud (Tradify help). EstiMate does CIS deductions and reverse-charge invoices itself, keeps a CIS register, and gives you a P&L, VAT return figures and year-end exports.

Be clear on the limits. EstiMate exports costs in Xero and QuickBooks formats as a file; it isn't a live sync. It prepares VAT and CIS figures but doesn't file returns to HMRC. Many firms still use an accountant for statutory accounts and tax filing, so you might keep Xero for that and use EstiMate for the job side, or your accountant may be happy working from EstiMate's year-end exports. Ask your accountant which suits you before you cancel anything. The FAQ covers the common questions.

Step 6: Cancel Tradify

Once the last Tradify job is invoiced and paid, download anything you want to keep, then cancel. Because Tradify bills pro-rata and in arrears, expect a final bill after you cancel; the billing terms linked above explain how it's worked out.

What the overlap month costs

Here's an illustrative two-person firm on Tradify Pro moving to EstiMate Pro, with one office login and the second person on site using the Site Crew app. If both need their own office logins with roles, that's EstiMate Corp, from £249 a month, and this sum doesn't apply.

Prices checked October 2026 on Tradify's UK pricing page (Pro is £37 per user a month, so 2 × £37 = £74) and EstiMate's pricing page. We couldn't confirm whether Tradify's prices include VAT; EstiMate's pricing page says the price shown is what you pay. The free plan is for pricing jobs, so to send quote links, contracts and invoices during the overlap you need the £15.99 plan or the Pro trial (check the trial length when you upgrade). If you pay for Pro for the whole overlap month, that month is £74 + £39.99 = £113.99, the top of the range in the table. After the switch, that firm saves £74 less £39.99, which is £34.01 a month, or £408.12 a year, and stops paying for a separate accounting app just to issue CIS invoices if that was the only reason it had one. For the full team-by-team numbers, see our Tradify pricing breakdown.

What to do next

Pick the next enquiry that comes in and quote it in EstiMate rather than Tradify. That's the whole first step. By the time the last Tradify job is paid, you'll know whether you want to stay.

Quote your next job in EstiMate today: start free.