Each page below tells you what it does, what you do there, and when you'll need it.
- What it's for
- Your starting point each day. It shows what is scheduled and where the money stands.
- What you'll see
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- Getting started: a short checklist for a new business: add your details, your first client, your first quote and your first job. It ticks itself off, and you can close it with the X.
- Today's jobs, unpaid invoices, revenue and expenses for the month, with year-to-date totals. Click a card to open the matching list.
- Today's Jobs and Past Due Jobs as two short lists. Click any job to open it.
- What you do
- Use New Quote to start pricing a job, or Log Expense to record a receipt. Staff see only their own jobs here, with no money figures.
- When
- Open it first each morning. It shows what needs attention.
- What it's for
- Everyone you do work for, and every address you service. A client can have more than one property.
- What you do
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- Click New client and enter the name, type (Residential or Commercial), phone, email and billing address. Fill the address in its own boxes: Address 1, Address 2, City, State and Zip Code.
- Open a client, then click Add under Properties to add each service address. A quote or job picks its address from this list.
- Mark a client Taxable if their work is taxed. Add notes for gate codes and pets.
- What you'll see
- A client's properties, contact details and an activity timeline of their quotes, jobs and invoices.
- When
- Before the first quote for someone new. You can also type a new client's name straight into a quote.
- What it's for
- Pricing the work before you do it, and getting your client's approval online.
- What you do
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Build the quote in four steps. Click Save any time.
Pick the clientStart typing a name. Choose the property too.
Add line itemsChoose a service type, describe the work, set quantity and price.
Check the totalsSet the tax rate and any deposit.
Send itEmail it with a PDF, or copy the approval link.
- Good to know
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- Price book: use Add from price book to drop in work you quote often. Under any line you've typed, Save to price book keeps it for next time.
- Tax: your default tax rate starts every quote. Each line has a Taxable box, and you can change the rate on any quote.
- Approval: your client opens the link, reviews the quote and approves or declines it. No login and no paper signature.
- Deposit: if you ask for one, enter it on the quote.
- When
- Before any job you want approved first. Approving a quote creates the job for you.
Tip: Fill in your phone, address and logo under Settings first. They appear on every quote and invoice PDF.
- What it's for
- The work itself: when it happens, who does it, and what was done.
- What you do
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- Click New job, choose the client and property, pick the date, and assign it to a team member. Set a recurrence for repeat work.
- Add line items the same way as on a quote, or let an approved quote create the job.
- Open a job and click Start Job when you arrive. Add before and after photos and notes for the crew.
- Mark it complete when it's done. Repeat jobs schedule their next visit for you.
- What you'll see
- A calendar or a list of every job, with its status: Scheduled, In Progress or Complete. Line items lock once a job has started.
- When
- Every day. Crew open their own jobs from here or from the Dashboard.
Income and expenses
Finance
- What it's for
- Billing clients, recording what you're paid, and tracking what you spend. Only Admin, Office and Bookkeeper roles see Finance.
- Invoices and income
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Create an invoice from completed jobs, email it with a PDF, and record payments as they arrive. The status reads Draft, Sent, Partial, Paid or Overdue.
Example invoice (amounts are illustrative)
- Getting paid
- Connect your own Square account under Settings, and your clients can pay by card from a secure link in the invoice. FieldFlow never stores card numbers. You can also record cash and checks by hand.
- Expenses
- Log what you spend with a photo of the receipt. If you choose, the receipt can be read for you to fill in the date, vendor and amount. Sort each one into a category, and import a spreadsheet if you have many.
- When
- When a job is done, when money arrives, and when you buy supplies. The Finance page rolls it all into totals for tax time.
Daily Route and Mileage
Pages
- Daily Route
- Pick a day and see its jobs as a list of stops, grouped by the route regions you set up in Settings. Open the route in maps to drive it.
- Daily Mileage
- Log the miles you drive each day. Admins set the mileage rate under Settings, and the Finance page turns miles into a deduction. Admins can turn mileage on or off for staff.
- When
- Route in the morning, to plan the day. Mileage at the end of the day, while you remember.
- What it's for
- Setting up the business once, then changing it when it changes.
- What's there
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- Business Profile: your logo, name, phone, email and address. Your logo appears on quotes and invoices. Once your address is complete, FieldFlow estimates your sales tax rate. Please confirm it with your tax authority.
- Plan & Billing: your trial, your plan and your payment method.
- Team Members: invite people, change their role, or remove them.
- Staff Access: switches for what crew can see: all jobs, mileage, photos, client phone numbers and emails, and quotes.
- Line Item Categories: the service types on quotes, jobs and invoices. Add your own, or hide ones you don't use.
- Price Book: the work you quote often, with its description and price.
- Expense Categories, Daily Route Regions and Square: how you sort spending, group stops, and take card payments.
- When
- First thing after you sign up, and any time you add a person or change a price.
Tip: Start with your business details, then your price book. Those two save the most typing later.
