First steps: essential account setup

Use this guide when your team wants the fastest path to creating client-facing quotes, jobs, and invoices. It covers the minimum setup that makes your Fieldified records look professional and keeps pricing, taxes, communication, and team access ready.

Overview

Essential setup has two goals:

• Get the account ready for real client work.
• Learn the core workflow from client to quote, job, invoice, and payment.

Start here when you want a focused setup path before adding advanced workflows like detailed automation, route optimization, custom reporting, or deeper checklist libraries.

Set up your account

Step 1: Company settings

Open Company Settings.

Add or review:

• Company name.
• Phone number.
• Email address.
• Address.
• Timezone.
• Business hours.

These details appear across account settings, team workflows, and client-facing records.

Time to complete: about 5 minutes.

Step 2: Business profile

Open Business Profile.

Upload your logo and review the company information that appears on client-facing documents. Confirm quote, job, and invoice presentation defaults so clients recognize your business when they receive emails, PDFs, or Client Hub links.

Time to complete: about 10 minutes.

Step 3: Personal settings

Review your own user details from the Fieldified account menu.

Confirm:

• Name.
• Email address.
• Password.
• Phone number.
• Notification preferences.

Time to complete: about 5 minutes.

Step 4: Tax rates

Review tax settings from company or billing settings. Add the tax rates and location details your team needs for quotes and invoices.

After adding tax, create a test quote and test invoice to confirm totals calculate correctly.

Time to complete: about 10 minutes.

Step 5: Customize templates

Open Email Templates.

Customize the messages clients receive with:

• Requests.
• Quotes.
• Booking confirmations.
• Visit reminders.
• Invoices.
• Invoice reminders.

Use your company voice and confirm important variables such as client name, appointment time, invoice number, and payment link.

Time to complete: about 15 minutes.

Step 6: Catalogue products and services

Open Products and Services.

Add your most common services and materials first. Include:

• Name.
• Description.
• Unit price.
• Unit cost.
• Tax behavior.

Your products and services list is used on requests, quotes, jobs, and invoices, so clean line items save time later.

Time to complete: about 7 minutes for the first set.

Step 7: Prepare the field team

Invite team members from Manage Team and confirm their permissions in Roles and Permissions.

Have fieldworkers sign in, open their schedule, review a test visit, add a note, and confirm they know where time tracking and checklists live.

Time to complete: about 5 minutes for the first user.

Next steps: learn the essential workflow

Practice this workflow before using live clients:

1. Create a test client in Clients.
2. Create a quote in Quotes.
3. Convert the quote to a job in Jobs.
4. Schedule a visit on the Schedule.
5. Complete the visit.
6. Create an invoice in Invoices.
7. Record a payment.

After that, continue with advanced account setup and the Fieldified workflow overview.