Help center
Step-by-step answers for running your business in FieldFlow, on the web and on the phone.
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Getting started
- Get started with FieldFlow Create your account, confirm your email, set up your business on the web or the phone, and work through the first-job card and setup checklist during the free trial.
- The web app and the phone app FieldFlow runs in a browser and as a phone app on one account. See who uses which, what each one can do that the other can't, and how the phone handles a lost signal.
Clients
- Add a client Add a client by hand on the web or the phone. Only a first name is required; add contact details, an address, tags and notes as you go.
- Client addresses and notes Give a client more than one address, keep access notes like gate codes on each, and write client notes. See which of these your crew and subcontractors can see.
- Duplicate clients How FieldFlow spots a client you may already have, what your choices are when it asks, and how to merge two client records into one.
- Import your clients Bring an existing client list into FieldFlow from a spreadsheet (CSV), your phone's contacts or QuickBooks, and see what comes across and how duplicates are handled.
Jobs and scheduling
- Assign crew to jobs and visits Each visit has its own crew. Set a job's default crew for new visits, change who's on one visit, and see how crew members and subcontractors find out.
- Complete visits and jobs Mark a visit or a whole job complete, see when a job closes on its own after its last visit, what happens to unbilled time and empty upcoming visits, and how to reopen a job.
- Jobs and visits A job is the work you do for a client; a visit is one trip on the calendar. Create a job on the web or the phone, add visits, and see what each job and visit status means.
- Repeating jobs Make a job repeat daily, weekly, monthly or yearly, change or pause its schedule later, move one visit or the rest of the series, and let past visits complete themselves.
- The calendar See your visits by day, week or month, filter by team member, preview or complete a visit in place, drag to reschedule, and create a job straight from an empty time slot.
Estimates
- Change an estimate after it's issued or signed Fix an issued estimate before the client approves it, and what to do instead once it's approved, because a signed estimate can't be edited. Extra work goes on a new estimate.
- Create and send an estimate Build an estimate with line items and an optional deposit, issue it so it gets its number, then email it or text the link from your own phone.
- From estimate to invoice and job Convert an approved estimate into an invoice that counts the deposit, and link the estimate to a job, either one you have or a new one.
- How clients approve an estimate Clients sign an estimate online with a code sent to their email, or in person on your screen. See what signing creates, including the deposit invoice, and how to record an approval or a decline yourself.
Invoices and payments
- Automatic invoice and estimate reminders Turn on automatic email reminders for unpaid invoices and unanswered estimates, choose which steps send, and switch them off for one invoice or one client.
- Connect Stripe to take online payments Link a Stripe account from Settings so clients can pay invoices online, and see how setup, status and disconnecting work. Only the owner can do this.
- How clients pay online What your client sees on the invoice page, how a card or bank payment lands on the invoice, and how to list other ways to pay such as checks, Venmo or Zelle.
- Issue and send an invoice Create an invoice, set its payment terms, issue it so it gets its number and due date, then email it or text the link from your own phone. See what each invoice status means.
- Record a payment Record cash, a check, Zelle, Venmo or a card you took yourself against an invoice, in full or in part, and see what you don't need to record.
- Refunds and credit notes Give money back or take money off an invoice with a credit note. See when a refund goes back through Stripe, when it's a manual refund, and why a refund never reopens an invoice.
- Void an invoice Cancel an issued invoice while keeping its number on record. An invoice with money on it can't be voided, so refund first. See when to revert it to draft or delete a draft instead.
The crew app
- Add notes and photos from the field Add a note with photos to a job from the crew app, tag it Estimate, Before, Progress or Completed, and see who can read it. Notes and photos save even with no signal.
- Quote, invoice and collect in the field Let a trusted crew member write an estimate or invoice on the job, get it approved, and take card, cash, check or app payments on the spot. How to turn it on and how each step works.
- The crew app, day to day What crew members and subcontractors see in the phone app. Find today's visits, call or text the client, send On My Way, get directions and mark a visit complete.
- Track your time in the crew app Start, pause and stop the timer on a job, add time by hand, and fix or delete your entries in My Time. One timer runs at a time, and billed hours are locked.
- Working with no signal in the crew app The crew app keeps working in a basement or a dead zone. See what saves on the phone with no signal, what needs a connection, and how to tell when everything has synced.
Your team
- Invite your team Invite crew members, admins and subcontractors by email or with a link. How the invitation works, how long it lasts, and how to resend, edit or revoke one.
- Team roles and what each can do FieldFlow has four roles (Owner, Admin, Crew and Sub). See what each one can see and do, how to change someone's role, and what happens when you remove someone.
- Work with subcontractors Invite outside businesses as subcontractors, put them on visits, and see what they get by email and what they can see in the crew app.
Flow AI
- Ask Flow AI Flow AI is the assistant built into FieldFlow for owners and admins. Open it on the web or the phone, ask about your jobs, clients and money, and have it do the busywork for you.
- Confirming Flow AI's actions Before Flow AI sends, voids, cancels, records a payment, merges or deletes anything, it shows you exactly what it will do and waits for you to confirm. See how the confirm card works.
- Flow AI's monthly limit Each business has a monthly allowance of Flow AI use, shared by its owners and admins. See when you get a heads-up, what happens at the limit, and when it resets.
Account and billing
- Delete your account How to delete your FieldFlow account. For the owner it closes the business, with 30 days to restore it before everything is deleted. A team member leaves the business and deletes their own login.
- Download all your data Owners and admins can download everything in the business as one zip file of spreadsheets, document PDFs, signed copies and photos. See what's in it and how long the download is kept.
- Pause your account Not using FieldFlow for a while? Pause instead of canceling. You pay nothing, your data stays, the account turns read-only, and you can subscribe again whenever you're ready.
- Ways to sign in Sign in with an email and password, Google or Apple. See which options each app offers, why Sign in with Apple is on iPhone only in the phone app, and how to reset a password.
- Your free trial and subscription How the 90-day free trial works, how to subscribe and manage billing on the web, what happens if a payment fails, and what read-only means when a trial or subscription ends.
Texting
- Get text alerts on your phone Owners and admins can get a text when an estimate is approved, when a payment comes in, and once a day about overdue invoices. Verify your US mobile number, then switch on the alerts you want.
- Text clients from your own phone FieldFlow writes the text and opens your phone's Messages app with the client's number and the words filled in. You press Send, and it goes from your own number. Works for invoices, estimates, On my way texts and appointment reminders.
Troubleshooting
- Confirming your email when you sign up Signing up with an email and password sends a confirmation link. See where the link takes you, how to finish on the phone, and what to do if the email doesn't come or the link doesn't work.
- Messages you might see and what they mean What FieldFlow's most common error and warning messages mean, and what to do about each one, from a read-only account to a document that changed while you were looking at it.
- When the phone app can't save a change The phone app saves your work on the phone first and sends it when it can. See what the sync status at the top of the screen means, and how to retry, discard or recover a change that didn't save.
Not here? Contact us.