What this guide covers
- How to create quotes and invoices with a real total straight away.
- How accepted quotes connect back to live jobs.
- How to review, download, and settle billing cleanly.
How it works
Quotes and invoices are managed in the web app. Office staff create them, keep the pricing clear, download the customer-ready PDF, and turn accepted work into live jobs.
The quote and invoice lists now work best as your main control point: start from `All`, open the document you need, then use the actions menu for download, accept, settle, or delete.
Common workflows
Prepare a new quote
Start from `Quotes`, add the client, summary, and first priced line so the quote is usable immediately.
Raise an invoice from delivered work
Use jobs, timesheets, and completed work when checking the invoice, then download or settle it from the list.
Steps
Create the quote
Web app -> Quotes -> New quote- 1Open `Quotes`. The default list view is `All`, so start there and use `New quote` when you are ready to price work.
- 2Choose the client, add the quote summary, quantity, unit price, any discount, and the VAT setting so the quote has a real value straight away.
- 3Use the business VAT default if it is already right, or change the VAT setting on the quote if this document needs something different.
Accept the quote and turn it into work
Quotes list -> Actions / Quote detail- 1When the customer agrees, use `Accept` from the quote actions or from the quote detail workflow.
- 2Open the accepted quote and use `Create job from quote` when it is ready to move into delivery.
- 3Check the new job in `Jobs` or `Schedule` so the site, date, and assigned staff are all right before the team sees it.
Raise, download, and settle invoices
Web app -> Invoices -> Actions- 1Open `Invoices`. The default list view is `All`, so you can see every invoice without dropping into a narrow starting tab first.
- 2Check the delivered work, timesheets, notes, and line items before billing, then use `Open` or `Download PDF` from the actions menu when it is ready for the customer.
- 3Use `Settle` only when the invoice still has an amount due. If it is already fully paid, Fieldfare now leaves it alone instead of showing the wrong error.
Keep the lists tidy
Quotes / Invoices -> Main table- 1Use the main `All` list as the normal working view for both quotes and invoices.
- 2Use the filtered tabs only when you want to narrow down to draft, unpaid, overdue, paid, accepted, or similar live states.
- 3Templates and recurring billing are not part of the surfaced day-to-day workflow here, so the main tables stay focused on live documents.
Tips
- Keep the quote or invoice summary clear because that same wording will show on the PDF the customer receives.
- Use completed jobs, timesheets, and other delivery records to support billing review before downloading or settling the invoice.
- Set the business VAT default in `Settings` if your standard rate is not 20%, then only override it on the document when needed.