There are two ways to handle invoicing in Fieldfare. If you already use Xero, QuickBooks or Sage, connect it and carry on invoicing there. If you don't, make your quotes and invoices in Fieldfare.
Either way, your invoices and whether they've been paid show against the right client.
Choosing a way
You use one or the other. While accounting software is connected, quotes and invoices are made there, not in Fieldfare.
- Connected accounting software: best if you already invoice in Xero, QuickBooks or Sage. Fieldfare brings your invoices and payments in, so you don't type anything twice.
- Fieldfare's own quotes and invoices: for businesses without accounting software. Simple quotes and invoices, printed with your details and bank account.
What connecting does
Fieldfare only ever reads from your accounting software. It never sends anything to it. You carry on making invoices there, and Fieldfare copies them in with their payment status, so you can see what each client owes and report on your work.
Fieldfare checks for changes every hour. Sync now checks straight away.
Matching contacts to clients
Each contact in your accounting software needs matching to one of your clients, so their invoices show against the right client. A contact with exactly the same name as one client is matched for you.
For the rest, choose the client yourself. Matching gives that client all of the contact's invoices, past and future. A client can have more than one contact, and Unmatch undoes a wrong match.
Quotes and invoices in Fieldfare
The Quotes and invoices settings tab holds the details printed on what you send. It's hidden while accounting software is connected.
- Bank account: printed on invoices so customers know where to pay. Add more with Add account. New invoices use the Main account, and you can pick another on each invoice.
- Quote terms: printed on every new quote. You can change them on a single quote.
- Payment terms: set on each invoice, and copied from the client's last invoice. A client's first invoice starts at 30 days.
Switching between the two
Select Disconnect on Settings › Integrations to stop using your accounting software. Invoices already brought in stay in Fieldfare, and the Quotes and invoices tab comes back.
If you connect accounting software later, you'll make new quotes and invoices there from then on.
Key workflows
Connect your accounting software
Settings › Integrations
- Choose Xero, QuickBooks or Sage.
- Select the connect button, such as Connect Xero.
- Sign in and choose your organisation.
Match your contacts
Settings › Integrations › Match contacts
- Open Unmatched.
- Choose the client for each contact.
- Select Match.
Add your invoice details
Settings › Quotes and invoices
- Select Edit.
- Add your Account name, Sort code and Account number.
- Add your Quote terms.
- Select Save changes.
Questions
Will Fieldfare change anything in Xero, QuickBooks or Sage?
No. Fieldfare only reads from them and never sends anything.
Why are some invoices not showing against a client?
Their contact hasn't been matched yet. Match it in Match contacts and all of that contact's invoices move to the client.
Where's the Quotes and invoices tab gone?
It's hidden while accounting software is connected, because your quotes and invoices are made there.
When does an invoice get its number?
When you mark it as sent. Until then you can still change it.