Fieldfare
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Get set up

Your business, clients, staff, jobs and invoicing, in the order to do them.

  1. 1Set up your businessFill in your business profile so your name, logo and VAT details show in the app and on your quotes and invoices.0:58
  2. 2Add a client and their siteAdd a client with their contact details and the site where you do the work, or import your clients from a spreadsheet.1:39
  3. 3Add a staff memberAdd someone to your team, choose their role and send them their sign-in instructions.1:49
  4. 4Set up your jobsSet up your work types, then add your recurring jobs, one-off jobs and service reminders.2:24
  5. 5Set up your invoicingConnect Xero, QuickBooks or Sage, or add your bank details and quote terms to make quotes and invoices in Fieldfare.1:04

Run your week

Plan the work, see what your staff do on the app, and turn their hours into payroll.

Plan your week1:17Look over next week on the schedule, move visits where you need them, and balance the work across your staff.A day on the app for your staff1:40See what your staff do on the app through the day, and choose whether they finish jobs themselves or jobs complete automatically.Check hours and run payroll1:12Check your staff's hours for the week, fix anything that's wrong, and export them for payroll.Set up and book holidays1:29Set up a holiday scheme, give each person a holiday year, then book and approve their holidays.

Get paid

Quote, do the work, invoice and get paid.

From quote to paid1:27Make a quote, turn it into a job when it's accepted, then invoice for the work and mark it paid.

Stay compliant

Safety documents, risk assessments, spray records, vans and drivers.

Safety documents and sign-offs1:20Keep your RAMS, COSHH sheets, insurance and certificates in one place, and see which staff have signed off each one.Site risk assessments and spray records1:04Record a site risk assessment from a template, and keep every spray record your staff log on their jobs.Vans and drivers1:12Keep each van's MOT, tax, insurance and service dates, and each driver's licence, with reminders before anything runs out.

For your staff

Using the Fieldfare app on a phone, day to day.

Get started on the appDownload Fieldfare HQ, sign in with the email your business added you with, and find your way around.Your jobs on the appSee your day, open a job, start and finish it, and record the works, photos, spraying and notes.Clock in and outClock in when you start work and out when you finish, and your hours add up for you.Health and safety on the appDo a site risk assessment on your phone, read and sign off safety documents, and record spraying on your jobs.

More features

Contracts, prices, photos, to-dos, divisions, your data, settings and your account.

ContractsRecord what a client pays for their regular work, the dates it runs, and the sites and jobs it covers, then see what it earns.Prices, staff costs and reportingPut a price on every job, set what your staff cost, and see what the work earns in Reporting and the analysis exports.Photos and the gallerySee every photo and video from your jobs in one place, find them by client, site or job, and add your own.To-do listKeep track of office and follow-up tasks, tag them by colour, share them with staff and tick them off.Your dashboard and notificationsWhat the dashboard shows, what lands in Notifications and why, and how to choose your emails and update your profile.DivisionsSplit your business into sides, such as landscaping and grounds maintenance, then see each side on its own.Import and export your dataBring your clients and jobs in from a spreadsheet, and take any of your records out as CSV or Excel.Settings and permissionsWhat each part of Settings controls, who can change it, and how to choose what each role can see and do.Your account and subscriptionThe free trial, what you pay, storage, cards and invoices, owners, and signing in.

Printable guides

Staff guideSigning in, clocking in and out, jobs, photos and to-dos.Admin and owner guideClients, scheduling, divisions, timesheets, team and billing.

Common questions

Where do I start?

Work through Get set up in order: your business details, clients and sites, staff, jobs, then invoicing. The setup list in Settings ticks each step off as you go.

Start with your business details
How do I get my staff on the app?

Add each person in Team with their email address. They download Fieldfare HQ from the App Store or Google Play and sign in with that email.

Getting started on the app
Where do staff hours come from?

From clocking in and out on the app. Owners and admins can check and correct the times on the web before exporting them for payroll.

Check hours and run payroll
How do I set up work that repeats every week?

Add a recurring job. Go to Jobs, select Add job, then Recurring job, and choose the client, site, frequency and day. Every visit then appears on the schedule.

Set up your jobs
How do I change one visit without changing the rest?

Move or edit that visit on the Schedule. Only that visit changes. Edit the recurring job itself when the change should apply to every future visit.

Plan your week
Can I make quotes and invoices in Fieldfare?

Yes. If you use Xero, QuickBooks or Sage, connect it instead: you carry on invoicing there and Fieldfare brings your invoices in. Fieldfare only reads from your accounts and never sends anything to them.

Set up your invoicing
Where do I keep gate codes and access notes?

On the client, in Parking, Access & Green Waste, or on a site if it's different. Your staff see those notes on every job there.

Add a client and their site
How do I control what staff can see?

Each person's role sets what they can see. To change a role, go to Settings, then App customisation, and open Role permissions.

Add a staff member
Does the app work without signal?

Yes. Job updates, notes, photos and clock times are saved on the phone and sent once it's back online.

Your jobs on the app