Company owners and Admins are responsible for keeping the Fieldified account organized, secure, and useful for the whole team.
Overview
This guide is for owners and Admins who manage company setup, team access, client-facing settings, reporting, account health, invoicing, and rollout.
You will use both setup areas and daily work areas:
Team management
Use Manage Team to add users, and Roles and Permissions to review access. Fieldified includes Admin, Manager, Dispatcher, Worker, and Limited worker roles.
Recommended practice:
- Add one test user or review an existing user.
- Confirm their role.
- Review whether they can view, create, edit, delete, export, or use reports where appropriate.
Customize your request form
Open Client Hub.
Request forms let clients and new leads submit work online. Review:
- Form title and description.
- Client information fields.
- Property fields.
- Service questions.
- Upload fields for photos or files.
- Required fields.
- Confirmation message.
Preview the form before sharing it so you can see what clients will see.
Share your request form
After the form is ready, share it through:
- Client Hub.
- Website buttons.
- Social media profiles.
- Email signatures.
- Google Business Profile links.
- Ads or QR codes.
Use clear calls to action like “Request service,” “Book an estimate,” or “Get a quote.”
Company setup
Review Company Settings, Business Profile, Products and Services, Custom Fields, and Email Templates before your team starts sending client-facing information.
Client and work visibility
Owners and Admins should understand the full workflow:
Keep your finger on the pulse
Use dashboards and reports to monitor the health of your operations. Start with job performance, requests pipeline, quotes conversion, invoice receivables, and timesheets/labor reports.
Open Dashboard and Reports to review:
- New clients and requests.
- Quotes created, sent, approved, changed, converted, or archived.
- Jobs created, completed, canceled, or requiring invoicing.
- Visits confirmed or completed.
- Invoices created, sent, paid, past due, or marked bad debt.
- Deposits and payments.
- Notes and attachments.
- Time entries and expenses.
- Checklist completion.
Create an invoice
Owners and Admins often handle invoicing and payment collection.
Invoices can be created from:
When creating an invoice, review the top section:
- Subject.
- Invoice number.
- Issue date.
- Payment terms and due date.
- Custom fields.
- Salesperson.
In the middle section, add:
- Products and services.
- Service dates.
- Quantity.
- Unit price.
- Line item totals.
At the bottom, review:
- Client message.
- Client view/PDF visibility.
- Discount.
- Tax.
- Deposit.
- Internal notes and attachments.
Save and update invoices
When saving an invoice for the first time, you can save it as a draft or save and take another action.
Common save-and actions include:
- Send by email.
- Send by text.
- Collect payment.
Invoices remain in draft until they are sent or marked as sent.
Collect payment
Open the invoice and collect payment from the invoice detail page.
Record:
- Payment method.
- Amount.
- Transaction date.
- Reference number or check number.
- Details or notes.
When the payment covers the full balance, the invoice status changes to paid. Partial payments reduce the balance and keep the invoice active.
Team engagement
Owners and Admins usually lead the rollout. To help the team adopt Fieldified:
- Explain which old process Fieldified is replacing.
- Start with a small group of champions.
- Practice with test clients and jobs.
- Train each role on the workflows they use.
- Review feedback after the first week.
- Use reports and activity to reinforce good habits.
Practice tasks
- Add or review a team member.
- Create a custom field.
- Add one product or service.
- Create a test client and job.
- Review one report.
- Customize and preview the request form.
- Create a draft invoice.
- Record a test payment.
Book training
Use request a demo or your Fieldified success contact to book guided training for owners, admins, dispatchers, sales users, or fieldworkers.