Workflow — From Lead to Payment | FieldCamp

See how FieldCamp's workflow connects from client inquiry to payment. Create jobs, dispatch technicians, send invoices, and collect payment step by step.

FieldCamp is designed around the way field service businesses actually work. This article shows how the complete workflow connects — from the moment a client reaches out to the moment you get paid.

AI-first approach: Every step in this workflow can be done from the Command Centre using natural language. You do not need to navigate through menus — just type what you need and the AI handles it.

New to FieldCamp? Start with Key Concepts to understand the building blocks before diving into the workflow.

The complete flow

Here's the typical lifecycle of a job in FieldCamp:

Client inquiry → Estimate → Client approves → Job → Visit(s) → Work completed → Invoice → Payment

FieldCamp complete workflow from client inquiry through estimate, job, visit, invoice, to payment with alternative paths shown

Not every job follows this exact path — FieldCamp is flexible. You can skip steps, start at any point, or use alternative flows depending on your business.

1. A client comes in

With the Command Centre: Type "Create a new client named Sarah Wilson, email sarah@example.com" and the AI adds them instantly.

Manually, clients can reach you in several ways:

Go to Clients → + Add Client to add them by hand
They book online — If you have enabled the Online Booking add-on, clients book from your website and a Request is created
They call or email — Log the inquiry as a Request, or add them as a client directly
They're imported — Use CSV import from Clients → Import / Export

Fieldcamp Add Client with Name, Email, Phone, Website, and Company Name

2. Send an estimate

With the Command Centre: Type "Create an estimate for Sarah for AC repair, $250" and the AI builds and sends it.

Manually:

Go to Estimates → + Add Estimate
Select the client, add line items from your Products & Services, set pricing
Send the estimate to the client via email

Some businesses skip this step and go straight to creating a job — that works too.

Fieldcamp Estimate with all client information and estimate totals.

3. Client approves

When the client approves your estimate, you can convert it into a job with one click. The estimate details (line items, pricing) carry over to the job automatically.

4. Schedule the job

With the Command Centre: Type "Schedule the job for next Tuesday at 10am, assign to Mike" or use /newjob for a guided flow. Use /dispatch to have the AI find the best available technician.

Manually, create a job with a date, time, and assigned team member. The job appears on the Calendar and the assigned team member is notified.

Each job can have one or more visits — individual appointments on specific dates
Team members see their assigned visits on their dashboard and mobile app
You can also use AI Dispatcher (Pro plan add-on) to auto-assign jobs to the best team member based on skills, location, and availability. See Add-ons for details.

Tip: Sync your calendar with Google Calendar so jobs appear in both FieldCamp and your personal calendar. See Connecting Google Calendar.

Fieldcamp Calender with jobs and dates

5. Complete the work

With the Command Centre: Technicians can type /arrive when they reach the site and /complete when the work is done. Type /eod at the end of the day for a full summary.

Manually, your team goes on-site and completes the job. During the visit, they can:

Update the visit status (In Progress → Completed)
Fill out job forms and checklists (if Job Forms add-on is enabled)
Upload photos and notes
Log time and materials (if Job Cost Tracking is enabled)

6. Send the invoice

With the Command Centre: Type "Create an invoice for Sarah's AC repair job" and the AI generates it with the correct line items.

Manually:

Create from the job detail page (line items pre-fill from the job)
Or go to Invoices → + Add Invoice and create from scratch
Send the invoice to the client via email

7. Collect payment

With the Command Centre: Type /overdue to see all unpaid invoices and send payment reminders in bulk.

If you have connected Stripe, clients can pay the invoice online with a credit card. You can also record manual payments (cash, check, bank transfer). See Connecting Stripe to set up online payments.

FieldCamp tracks payment status automatically: Unpaid, Partial, Paid, Overdue.

Pro tip: Connect your accounting software (QuickBooks, Xero, or Wave) to automatically sync invoices and payments. See Connecting Your Accounting Software.

Alternative flows

The flow above is the most common, but FieldCamp supports many variations:

Flow

When to Use

What Changes

Direct job (no estimate)

Repeat clients or straightforward work

Skip steps 2-3, create a job directly from the client record

Recurring jobs

Weekly, monthly, or custom-schedule work

Set up once, visits auto-generate on schedule

Walk-in clients

Client needs immediate service

Add client and create job on the spot — skip estimate and scheduling lead time

Invoice without a job

Ad-hoc billing, consulting, or one-off charges

Skip steps 2-5, create invoice directly from Invoices

Using the Command Centre for the whole flow

You can manage the entire workflow through the Command Centre's AI chat. For example:

"Add a new client named Sarah Wilson, email sarah@example.com"
"Create an estimate for Sarah for AC repair, $250"
"Schedule the job for next Tuesday at 10am, assign to Mike"
"Create an invoice for Sarah's AC repair job"

For detailed step-by-step guides on each module, browse the individual documentation for Clients, Estimates, Jobs, and Invoices in this help center.

FAQ's

Do I have to follow all 7 steps for every job?

No. FieldCamp is flexible — you can start at any step and skip what you don't need. Many businesses skip the estimate for repeat clients and go straight to creating a job. Others skip the job entirely and create invoices directly for ad-hoc billing. The 7-step flow is the most complete path, but use whatever subset fits your workflow.

Where do deposits fit into the workflow?

Deposits fit between the estimate and the job. After sending an estimate, you can require a deposit before starting work. The client pays the deposit (via Stripe or manually), then you approve the estimate and convert it to a job. When you later create an invoice, the deposit is automatically applied and the client only owes the remaining balance. See Deposits for the full guide.

Can I automate parts of this workflow?

Yes. FieldCamp's Workflow Automation feature lets you set up rules that trigger automatically — for example, "When a job is marked Completed, automatically send a thank-you email" or "When an estimate is approved, automatically create a job." See Workflow Overview for details. You can also use AI Dispatcher to automate the job assignment step entirely.

How do I track where each client is in the workflow?

Every record type in FieldCamp has pipeline stages that track progress. Requests move through stages like New → Contacted → Quoted. Jobs move through Scheduled → In Progress → Completed. Invoices track Unpaid → Paid. You can see all of this at a glance from the Calendar, the pipeline views, and the Analytics dashboard.

Workflow — From Lead to Payment | FieldCamp

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