Once the basic setup is complete, use these steps to prepare Fieldified for repeatable daily work.
Overview
This article is part of the first setup path for Fieldified:
- Basic account setup
- Advanced account setup (you are here)
- Fieldified workflow overview
Advanced setup is where you tune Fieldified around your real process: extra fields, reusable messages, accounting workflows, product/service lists, checklists, notifications, routes, and online booking.
Advanced account setup
Step 1: Create custom fields
Open Custom Fields.
Custom fields let you store information that is specific to your business. Add them to the record type where the information belongs:
- Clients and properties for customer or site details.
- Requests for intake questions.
- Quotes for sales details and approval criteria.
- Jobs for operational instructions.
- Invoices for billing and accounting details.
Custom fields also help reporting because your team can filter and compare work with structured information instead of loose notes.
Time to complete: about 7 minutes for the first set.
Step 2: Set up templates
Open Email Templates.
Customize the messages that go out with:
- Request confirmations.
- Assessment reminders.
- Quote emails.
- Quote follow-ups.
- Booking confirmations.
- Visit reminders.
- Job follow-ups.
- Invoice emails.
- Invoice reminders.
Keep the tone consistent with your company. Use variables where possible so templates can pull in client names, appointment details, invoice numbers, and links.
Time to complete: about 15 minutes.
Step 3: Sync or prepare accounting data
If your team is bringing data from accounting software, review the client, product, service, tax, invoice, and payment information before importing or syncing.
Make sure:
- Client names are clean.
- Service names are consistent.
- Tax rates are accurate.
- Archived or duplicate items are removed.
- Invoice balances match your accounting records.
This prevents duplicate clients and inconsistent line items once work starts moving through Fieldified.
Time to complete: about 15 minutes for a first review.
Step 4: Catalogue products and services
Open Products and Services.
Add or import the services, materials, labor items, fees, and packages your team uses. For each item, review:
- Name.
- Description.
- Unit price.
- Unit cost.
- Tax behavior.
- Category.
- Whether the item should appear on quotes, jobs, invoices, or reports.
Clean products and services make quotes faster, invoices more accurate, and job costing easier.
Time to complete: about 10 minutes for the first pass.
Step 5: Set up checklists
Open Checklists.
Checklists standardize how information is collected in the field. Create forms for:
- Request assessments.
- Job visits.
- Safety checks.
- Quality control.
- Photos required.
- Client sign-off.
- Completion confirmation.
Use required answers when fieldworkers must complete a question before closing a visit.
Time to complete: about 10 minutes.
Step 6: Set up notifications and reminders
Open Email Templates and notification-related settings.
Review:
- Appointment reminders.
- Visit reminders.
- Quote follow-ups.
- Invoice reminders.
- Booking confirmations.
- Internal workflow alerts.
Confirm whether each message should be automatic, manual, or both. Then test with a sample client before using it with live work.
Time to complete: about 7 minutes per first workflow.
Step 7: Get routes ready
Open Schedule.
Before dispatching live work, review:
- Day view, week view, and month view.
- Team assignments.
- Route planning.
- Travel time expectations.
- Anytime visits.
- Request assessments.
- Job visits.
Run a test schedule with multiple team members so dispatchers can see how the day will look.
Time to complete: about 10 minutes.
Step 8: Set up online booking and requests
Open Client Hub.
Prepare your client intake flow:
- Request form questions.
- Booking form details.
- Services available online.
- Client and property fields.
- Confirmation messages.
- Social/website links.
- Team process for reviewing new submissions.
Then submit a test form and confirm it appears in Requests.
Next step
When setup is complete, review the Fieldified workflow overview and the role guides for your team.