Quote, invoice and collect in the field

Field sales lets a crew member you trust handle the money side of a job on their own: write the estimate or invoice, get it approved, and take payment before they leave.

It’s off for everyone until you turn it on, one crew member at a time. Subcontractors can’t use it.

Turn it on for a crew member

Owners and admins can do this on the web or the phone.

Go to Settings › Team & Subcontractors and open the crew member.
Switch on Can quote & collect payment.

Changing the person’s role turns it off again.

Start from a job

The crew member opens a job they’re on. The Quote & collect section lists the job’s estimates and invoices, with New Estimate and New Invoice buttons.

To start a new job instead, tap New Job at the top of My Jobs. Search for the client by name, phone or street, or tap New client to add one. Pick the address, give the job a title, and tap Create Job. Leave Today on so the job shows in My Jobs.

Build the estimate or invoice

Add lines with Add Line Item or Add from Price Book, and add Notes for the client if needed. The draft saves on the phone as you go.

Then tap Send for Approval (an estimate) or Create Invoice. Nothing is sent to the client at this step.

Get the estimate approved

Choose one:

Customer Signs: the client signs on your phone.
Approved Verbally: type who approved it and how, then tap Approve Estimate.

If the estimate has expired, the client can’t sign it and it can’t be approved verbally. Tap Extend Expiry to give it a new date, or ask the office to.

Then tap Convert to Invoice. For an invoice you started directly, tap Issue Invoice. Once issued, the invoice can’t be edited.

Take payment

The screen shows the balance due. Pick how the client pays:

Card: tap Show Pay Link. The card payment is for the full balance. The client scans the QR code with their own phone and pays there. You can also use Text Link to Customer (opens your Messages), Share Link or Copy Link. The screen updates when the payment goes through. To take another kind of payment instead, tap Cancel Card Payment first. Card needs the owner to have connected Stripe.
Cash: check the amount and tap Record Cash.
Check: enter the amount and the check number, then tap Record Check.
Other app: the screen shows the Venmo, Zelle or PayPal QR codes or handles the office has added. Pick Venmo, Zelle or Other (and type the app’s name in Which app?), check the amount, and tap I Received It.

For cash, check and other apps, the amount starts at the full balance and you can take part of it. The next screen shows what’s left, with Collect the Rest.

After payment

FieldFlow emails the client a receipt. If there’s no email on file, the crew member can type one and tap Send Receipt.

Owners and admins get an alert naming who collected the payment. The payment shows on the invoice like any other.

What needs a signal

Building the draft works with no signal. Saving it, approving, issuing and taking payment need a connection. If you’re offline, the draft stays on the phone so you can try again when you have signal.

What crew members still can’t see

Field sales doesn’t open up the rest of the business. A crew member sees only the estimates and invoices on their own jobs. They don’t see other clients’ records, business-wide money or settings.