If you don't use accounting software, Fieldfare makes your quotes and invoices. Quotes & Invoices, in the Financials menu, holds both, and you send the PDFs from your own email.
If you've connected Xero, QuickBooks or Sage, quotes and invoices are made there instead, and Fieldfare brings them in.
The life of a quote
A quote gets its number, such as Q-00001, as soon as it's created. Its Valid until date starts 30 days after the Quote date.
- Draft: still being written. Change anything, or delete it.
- Sent: Issue quote marks it as sent. It needs at least one priced line first.
- Accepted or Declined: set with Mark accepted or Mark declined when the client replies.
- Expired: set with Mark expired. Passing the Valid until date doesn't expire a quote by itself.
Lines, quantities and VAT
Each line has a description, Quantity, Unit price ex VAT, an optional Discount in pounds and a Type. On a quote, a Section heading groups longer quotes and Estimated cost records what a line costs you.
Prices are entered without VAT. The VAT setting on each document applies to every line: your standard rate, 0% or Exempt.
New businesses start not VAT registered, so no VAT is added. Once you're registered, tick Registered for VAT in Settings › Business profile and add your VAT number and rate.
From quote to job
Create job from quote turns a quote into a one-off job at its site, named after its subject and carrying the scope of work, and marks the quote accepted. The quote needs a site, and makes one job only.
The job is booked for tomorrow, 9am to 12pm, with nobody on it, so move it to the right day and add staff.
The life of an invoice
A sent invoice can't be edited. If it needs correcting, void it and make a new one.
- Draft: no number yet. Change anything, or delete it, and no gap is left in your numbering.
- Sent: Mark as sent gives the invoice its number, such as INV-00001, and locks it.
- Overdue: a sent invoice becomes overdue by itself once its due date passes.
- Paid: tick it in the Paid column, or on the invoice, where you can pick the date it was paid.
- Void: for a sent invoice that's wrong or no longer owed. It keeps its number and stops counting towards what you're owed.
Payment terms, due dates and bank details
A new invoice copies the client's last invoice: the same Payment terms wording and the same number of days to the Due date. A client's first invoice is due in 30 days. You can change both on each invoice.
Payment information fills in from the bank account in Settings › Quotes and invoices, and you can pick another account on each invoice. The quote terms set there are printed on every new quote, and you can change them on each one.
PDFs and sending
Download quote (PDF) and Download invoice (PDF) make the document to send, and Open document shows it on screen. Fieldfare doesn't email documents or send payment reminders, so send and chase them from your own email.
Mark an invoice as sent before you download it, so the PDF carries its invoice number.
With accounting software connected
Once Xero, QuickBooks or Sage is connected in Settings › Integrations, you make quotes and invoices there. Fieldfare brings them in every hour (or straight away with Sync now), along with whether they've been paid, and matches them to your clients.
Quotes and invoices already in Fieldfare stay as read-only history, and the Quotes and invoices settings tab is hidden. Fieldfare only ever reads from your accounting software and never sends anything to it.
Money in Reporting
Money in, in Reporting, shows what you've invoiced and collected over the period you pick, and what's owed and overdue now. It lists your top clients, who owes what by how late it is, and each overdue invoice. A quotes section shows what you quoted and won, and your win rate.
Key workflows
Make and send a quote
Financials › Quotes & Invoices › New quote
- Choose Quotes and select New quote.
- Choose the client and site, and add a Client reference / subject.
- Describe the work and add the Qty and Unit price, then Create quote.
- Select Issue quote, then Download quote (PDF) and email it.
Turn an accepted quote into a job
Financials › Quotes & Invoices › Quote
- Open the quote and select Create job from quote.
- On the new job, move it to the right day.
- Add the staff doing it.
Invoice and get paid
Financials › Quotes & Invoices › New invoice
- Choose Invoices and select New invoice.
- Choose the client, add the Invoice summary and price, then Create invoice.
- Select Mark as sent, then Download invoice (PDF) and email it.
- When you're paid, tick it in the Paid column.
Questions
When does an invoice get its number?
When you mark it as sent. Drafts have no number, so deleting one leaves no gap.
Can I record a part payment?
No. Ticking Paid marks the whole invoice as paid. If you need part payments, track them in accounting software.
How do I fix a mistake on a sent invoice?
Sent invoices are locked. Void it with Void invoice, then make a new one.
Why is there no New invoice button?
Your accounting software is connected, so invoices are made there. The button opens it instead, and Fieldfare brings the invoices in for reporting.