IT Checklist for SE Queensland Trades Businesses

IT for Trades: What Actually Matters

Trades businesses do not need the most sophisticated IT setup. They need one that works reliably in the field, protects business data, and does not require constant attention. This checklist covers the essentials for electricians, plumbers, builders, HVAC, and similar trades businesses operating across SE Queensland.

Devices and Mobile Setup

• Business smartphones on a supported operating system (iOS 17+ or Android 13+) for all field staff who use job management software
• Mobile Device Management (MDM) so lost or stolen phones can be wiped remotely
• Company email configured on all devices (not personal email accounts for business communication)
• Automatic backup of photos to business cloud storage — not just the camera roll

Job Management Software

• Single job management platform used consistently by all staff (ServiceM8, Tradify, Simpro, or similar)
• Correct permissions set so staff can only access what they need
• Integration tested with accounting software (Xero or MYOB) before relying on it
• Regular exports or backup of job data separate from the platform's own storage

Office IT (If Applicable)

• Business-grade internet with failover — not residential NBN
• Static IP if you access systems remotely or use IP-based cameras
• Firewall configured and current — not just the router the ISP provided
• Business computers on Windows 11 (Windows 10 reached end of support in October 2025)

Email and Communication

• Business email on your own domain (not @gmail.com or @hotmail.com for client-facing communication)
• Microsoft 365 or Google Workspace — both provide proper business email, shared storage, and mobile support
• DMARC, DKIM, and SPF configured to protect your domain from being spoofed in invoice fraud
• Spam filtering enabled

Cyber Security

• Multi-factor authentication (MFA) enabled on email, accounting software, and job management platform
• Staff aware of invoice fraud and payment redirection scams — these target trades businesses specifically
• Passwords managed with a password manager (not reused across accounts)
• No staff sharing login credentials

Backup

• Cloud backup of accounting data (Xero/MYOB has built-in backup, but a separate copy is better practice)
• Local documents, photos, and contracts backed up to cloud storage daily
• Backup tested — at least check quarterly that files can actually be restored

Invoicing and Payment

• DMARC configured on your email domain so your invoices cannot be easily spoofed
• Consider adding a note to all invoices: "Our bank details will not change. Call us to verify if in doubt."
• Accounting software kept current and on MFA

Getting Help

By Trade Type: What Matters Most

While the core checklist applies to all trades businesses, certain items are higher priority depending on trade type.

Electricians. Electrical contractors have specific compliance requirements around test and tag records, electrical safety certificates, and AS/NZS 3000 compliance documentation. These records need to be stored securely, accessible for at least five years under Queensland legislation, and retrievable quickly for inspection. A cloud-based document management system — not an unorganised folder on a local hard drive — is the right approach. Additionally, electricians doing commercial work increasingly need to demonstrate cyber security competence to commercial clients — basic IT hygiene is increasingly a contract requirement.

Plumbers and HVAC. Water and gas compliance certificates, backflow prevention test records, and refrigerant handling documentation all have retention requirements. The same document management principle applies: centralised, backed-up, accessible from the field.

Builders and construction. The compliance documentation load is heaviest here — SWMS, site induction records, subcontractor compliance certificates, variation records, and progress claim documentation. Builders with projects above a certain threshold (varying by project type and contract) have additional obligations under the Building Industry Fairness Act regarding retention and dispute documentation. SharePoint or a construction-specific document management system is appropriate for builders with more than a few concurrent projects.

Landscaping and outdoor trades. Often overlooked for IT: vehicle tracking for fleet management, chemical handling records, and site inspection photos. A simple MDM-managed tablet or ruggedised phone in each vehicle, backed up to cloud storage, covers the basics.

Seasonal Considerations for SE Queensland Trades

SE Queensland's wet season (approximately November to April) creates specific IT challenges:

Internet reliability in flooded or storm-affected areas. Businesses operating in areas prone to flooding or storm damage should prioritise internet failover more highly — and ensure the failover connection uses different physical infrastructure from the primary. A 4G/5G failover from a tower on high ground remains operational when the NBN pillar at the bottom of the street is flooded.

Office equipment in storm season. Surge protection on all computers, servers, and network equipment is essential. Lightning strikes and power surges can destroy unprotected equipment. An Uninterruptible Power Supply (UPS) with surge protection on the server and core networking equipment protects against both surges and brief power outages.

Water-resistant devices for field staff. Trades working in wet conditions need IP65 or better rated smartphones. Many consumer-grade phones have adequate IP ratings (check specifications), but older devices or damaged devices that have lost their water resistance create a reliability risk in field conditions.

The Insurance and Compliance IT Angle

QBCC-licensed builders and trades businesses have specific insurance obligations that interact with IT:

QBCC Home Warranty Insurance. Claims and disputes under QBCC home warranty schemes require documentation — contracts, variation records, compliance certificates, communications. A dispute years after project completion requires access to records from that time. Cloud-based document management with a clear retention policy addresses this without relying on physical records.

Professional indemnity. Trades businesses providing design, specification, or advisory services (design-and-construct electricians, HVAC designers, some plumbing work) carry professional indemnity exposure. PI insurers increasingly ask about cyber security practices as part of underwriting. Basic IT hygiene — MFA, EDR, tested backup — is increasingly a condition of coverage or affects premium.

Netluma IT works with trades businesses across SE Queensland. Call 1300 521 162 to discuss what IT your specific trade needs.

Netluma IT works with trades businesses across SE Queensland — Brisbane, Gold Coast, Ipswich, Logan, Moreton Bay, and the Sunshine Coast. Call 1300 521 162 for a straightforward conversation about what IT your business actually needs.