How to use FieldGene

1. First sign-in: pick your country, city, currency and tax (VAT, GST, sales tax…). Prices, invoices, reports, emails and Gene AI all use your currency — change it any time in Settings → Business.
2. Settings → Business: add your business name, phone, email and address. They appear on invoices and emails.
3. Settings → Invoices & tax: upload your logo, add your tax registration number (VAT / GST number) and check your tax rate.
4. Settings → Invoice emails: keep “Send from FieldGene” — it works with no setup at all.
5. Have a customer list already? Customers → ⬆ Import CSV brings it in from Excel, Google Sheets or your phone contacts.
6. Settings → Online booking: switch it on and share your link so customers can book you themselves.
7. Book your first job with “+ New booking” on the Dashboard or Schedule — or just tell ✨ Gene AI: “Book Alex Friday 10am, leak repair, 12 King St W”.

1. A job is booked — by you, or by the customer on your online booking page.
2. It appears on your Schedule and in Jobs, and your phone reminds you before it starts.
3. When you finish, tap “Job done”. The invoice is created for you with the service, parts and tax.
4. Email the invoice with one tap, mark it paid when the money comes in, and send a receipt.
5. Ask a happy customer for a Google review with one more tap.

• On a computer the menu is on the left. On a phone use the bar at the bottom — “More” holds the rest.
• The red numbers on the menu show what needs your attention, like jobs that are not closed.
• “✨ Ask Gene AI” at the bottom right can do most things for you — just type or talk.
• A 🔒 Pro or 🔒 Team badge means that feature is part of a higher plan. Tap it to see what it costs. During your 14-day trial everything is unlocked.

Tap “✨ Ask Gene AI” at the bottom right (on a computer you can also press Ctrl+J). Tap 🎤 to talk instead of typing, and 🔊 to have answers read aloud. Voice works in Chrome, Edge and Safari; in the phone app use the 🎤 on your keyboard.

• “Book Alex, water heater install, Friday 10am at 12 Main St, 555-0101, $250”
• “What’s on today?” · “Show me this week” · “Any jobs tomorrow?”
• “What’s on Robin’s job?” · “Details of the emergency job” — service, address, phone and notes
• “Alex’s job is done” · “Email Kevin the invoice” · “Kevin paid by e-transfer” · “Send Kevin a receipt”
• “I did a drain cleaning today, $120 plus tax” — a job you didn’t book: added as done with its invoice (no name? it uses “Walk-in customer”)
• “Who owes me money?” · “Send reminders” · “How much did I make last month?”
• “Move Maria to tomorrow at 2pm” · “Cancel Sam’s job” · “I’m on my way to Maria”
• “Assign Tom to Robin’s job” · “Assign Tom and Ana to the Civic job” — they are emailed and notified
• “Add 5 shut-off valves” · “Used 1 thermostat” · “How many filters do I have?” · “What stock is low?”
• “I spent 60 on fuel at Shell, tax 6.90” · “Spent 45 on parking” · or tap 🧾 to add an expense from a PDF receipt

If Gene AI asks “Whose invoice?” or “Which job?”, just reply with the name (“Robin”) — it finishes what you asked for.

For a booking it asks for the day, time, address and phone — answer in one go (“2:30 pm, 88 Queen St E”). Say “book it” to book without them, or “never mind” to drop it. Saved customers are recognised by name, with their phone and address filled in.

Answers come straight away. Anything that changes your data — booking, marking done, emails, payments, stock — appears as a card first. Nothing happens until you tap Confirm. If a booking clashes with another job, the card warns you.

Gene AI is built into FieldGene. It does not use ChatGPT or any other outside AI, so your data never leaves your account, and there is no extra cost. Messages a month: 25 on Free, 100 on Pro, unlimited on Team (answers and confirmations don’t count twice). It understands FieldGene tasks only.

Technicians can book, move, cancel and finish jobs and check stock. Invoices, money, stock changes and choosing the team stay with the owner.

The cards at the top show jobs today, jobs in the next 7 days, unpaid invoices, what you were paid this month, your profit this month and how many stock items are low. Tap a card to open that page.

Pick a period — this month, last month, a quarter, a year or your own dates — to see income, expenses, profit, jobs done and your average invoice, compared with the period before. Below the chart you see your best services, best customers and where your money goes.

When we release new features, a highlighted “What’s new” panel appears at the top of the dashboard. Close it once you have read it.

“+ Stock item”, “+ Invoice” and “+ New booking” at the top work from the dashboard, so the most common jobs are one tap away.

1. Tap “+ New booking” (or the + on any day).
2. Type the customer’s name or phone. Saved customers fill in their phone, email and address.
3. Type the address and pick it from the suggestions.
4. Answer your trade’s job questions — for example panel size for electricians or the water heater for plumbers. Automotive and locksmith businesses also pick or add the vehicle.
5. Choose the date, time and length. Other jobs that day are shown, and overlaps are flagged before you save.
6. Enter the price and quantity, add any parts used, and save.

1. When you book a job, choose how often it repeats under “Repeat” — every week, 2 weeks, month, 3 or 6 months, year, or your own.
2. Choose when it ends: never, on a date, or after a number of visits.
3. The next visits appear on your schedule by themselves, months ahead.
4. Open any visit to change just that one, or tap “Stop repeating” — you can also remove the upcoming visits.

Free includes 10 jobs a month and Pro 60 — that counts every job, including ones from your booking page and repeating visits. Team is unlimited. The count starts again on the 1st.

Tick “tax exempt” on the job and no tax is added to its invoice.

Parts you add to a job come off your stock automatically. Parts marked “bill customer” are added to the invoice.

Open a job and send the customer a confirmation by text or WhatsApp. It includes the date, time, service, address and price. Change the wording in Settings → Google reviews & texts.

• Today & upcoming — today’s jobs (including finished ones) and everything ahead.
• Not closed — past jobs never marked done or cancelled. This is the red number on the menu.
• Completed, Done no invoice, Cancelled and All — everything else.

Tap “✓ Done”. The job is marked completed and its invoice is created. Once invoiced, the “🧾 Invoice” button opens it.

Use the status menu on each row: scheduled, en route, in progress, completed or cancelled. The schedule updates too.

The phone button calls the customer and the pin opens directions in your maps app.

Jobs customers book online are tagged 🌐 Online, so you can tell them apart.

1. Go to Settings → Online booking and switch it on.
2. Pick your services, how long each takes, and the price shown (optional).
3. Set your working hours, how much notice you need, and how many days ahead people can book.
4. Copy your link and share it.

• Text or email the link, or put it on your Google Business Profile as your booking link.
• Add it to your own website with the code from the same page — copy it and paste it into your site.
• You can change the end of your link (your “slug”) to your business name.

The same page shows your customer account link (…/account/your-name). Customers sign in there with their email to see their visits, quotes and invoices — the booking page links to it as “My account”.

Service, day and time, name, phone, email and address. Automotive and locksmith businesses also ask for the vehicle’s year, make and model.

Only free times inside your working hours are offered. Times already taken by any job are hidden.

The job lands on your schedule tagged Online, you get an email with every detail, and the customer gets a confirmation email.

Show a “Call us 24/7” button on your booking page for any emergency — burst pipes, no heat, power outages, lockouts. Set the phone number and wording in the same settings page, or switch it off.

Customers are saved whenever you book a job or create an invoice. Search by name, phone, plate or VIN.

Automotive and locksmith businesses keep each customer’s vehicles — year, make, model, colour, plate and VIN — so the details are there next time they call.

Access, alarm and key codes are only visible to you and your team. They are never printed on invoices, PDFs or emails.

Mark a customer tax exempt and tax is never added to their invoices.

On Customers, tap ⬆ Import CSV to bring in a list from Excel, Google Sheets, your phone contacts or another app — Name, Phone, Email, Address and Notes columns are found automatically. People already in your list are not duplicated; only their empty details are filled in. The file is read on your device and never uploaded or kept. ⬇ Export CSV downloads everyone with their cars, jobs and what they owe (key codes are never included).

1. Settings → Custom fields.
2. Pick where it goes: Jobs, Customers, Quotes, Invoices, Stock items or Expenses.
3. Tap “+ Add a field”, give it a name and a type: text, number, dropdown, yes / no, date or long text.
4. Save settings. The field shows in that form straight away — for you and your team.

Required: it must be filled in when something new is added. Show on invoices & quotes: printed on the PDF, the email and the customer’s page (for jobs, customers, quotes and invoices). Ask customers online: job fields can be asked on your booking page and quote form. On: switch a field off to hide it — answers already saved are kept. Use ↑ ↓ to change the order.

Your trade comes with its own job questions (for example the water heater for plumbers). Untick any you don’t use in Settings → Custom fields → Jobs.

Search on Jobs, Customers and Invoices finds your field answers too, and the customer CSV export includes your customer fields.

The website quote form is part of Pro and Team. On Free, “My quote form” shows a 🔒 Pro badge — you can still make quotes yourself (10 a month).

1. Open Leads → “🔗 My quote form”.
2. Switch it on — the questions follow your trade.
3. Save. Copy your link, or copy the website code.

Your trade’s services and questions — for example the fixture and water heater for plumbing, the pest for pest control, the room and budget for renovations. Automotive businesses also ask for the year, make and model. Everyone gives their name, phone, address and when they need it.

Paste the website code where the form should appear — WordPress “Custom HTML” block, Wix or Squarespace “Embed code”. It grows to fit, so there is no scrollbar inside. It shows “Powered by FieldGene” at the bottom. Choose “Compact (sidebar)” for a slim box next to your main picture, a light or dark background, and your own button colour — the preview shows how it will look.

You get a phone notification, an email and an alert, and it shows on the Dashboard and in Leads. Open it to call, text or email the customer.

Tap “＋ Create quote”. The customer, address and their answers are filled in — add your prices and send. When they approve, the lead turns Won; if they decline, Lost.

1. Open Quotes → “+ New quote” (or “+ Quote” on a customer).
2. Add the lines and prices. Tax is added for you.
3. Want to give choices? Tap “Offer options” — up to 3, like Good / Better / Best — and mark one as Recommended.
4. Save.

“Email” sends a nice email with the PDF and a big “approve” button. “Text link” opens a text message with the link, and “Copy link” lets you paste it in WhatsApp. The link is private to that customer — no login needed.

They open the link on their phone, pick an option, type their name and tick “I approve”. You get a phone notification, an email and an alert in the app straight away. They can also decline and tell you why.

Open the quote, choose the option and tap “Customer said yes”. “Customer said no” marks it declined.

On an approved quote, tap “Create invoice” — the approved option’s lines go on the invoice — or “Book the job” to put it on the schedule with the price filled in.

A quote is valid for 30 days by default (change it in Settings → Invoices & tax). After that the customer can’t approve it online. Edit a declined quote to send a new offer, or tap “Copy” to start a new one from it.

Each customer can sign in at your account page (Settings → Online booking → Customer account page) with just their email — no password. They see upcoming and past visits, approve quotes, pay invoices, book again and update their phone or address. Make sure their email is saved on the customer.

They type their email and get a one-time link that works for 30 minutes. Their phone then stays signed in for 60 days. If an email isn’t one of your customers, nothing is sent and nothing is revealed.

You get an alert in the app, and the new phone or address is saved on the customer.

Your logo and phone number, the quote or invoice, a PDF download and — for quotes — the approve button. Private codes, your costs and internal notes are never shown.

Every invoice email now has a “View invoice online” button. You can also open an invoice and tap “Customer link” to copy it or share it by text.

Open a customer and tap “Customer page”: one link with all their quotes and invoices and what they still owe.

Links are long and impossible to guess, never appear in Google, and stop working when you delete the quote, invoice or customer.

Most are created for you when you tap “Job done”. You can also create one with “+ Invoice”. The number, date and due date fill in automatically.

1. Open the invoice and tap “Email to customer”.
2. Check the message and tap Send. The PDF is attached.
3. Or download the PDF to print it or share it on WhatsApp.

Not paid yet? “Send payment reminder” emails a friendly reminder. Once paid, the same button sends a receipt. Nothing is ever sent automatically — only when you tap.

Settings → Business (or Invoices & tax) → Upload logo. Any picture works (PNG, JPG, SVG or WebP); it is resized for you. Your logo appears at the top of invoices, the PDF, invoice emails, reminders, receipts and your online booking page. Remove it any time.

Tap “Mark paid” and choose cash, debit, credit card or e-transfer.

Your tax (VAT, GST, sales tax…) is added automatically. For tax exempt customers it is left off, with your note on the invoice.

• Send from FieldGene (easiest) — no setup. Customers see your business name and their replies go to your email.
• Your own Gmail — sign in with a Gmail App Password.
• Other email provider — Hostinger, Zoho, Outlook / Microsoft 365, Yahoo, iCloud and others. Pick your provider and the server settings fill in for you.

After saving, tap “Send test email” and check your inbox (and spam folder).

Edit the subject and message for invoices, reminders and receipts. Your business details and the PDF are always included.

Email passwords are stored encrypted and are never shown again after you save them.

Income before tax, parts costs, other expenses and real profit for any period.

1. Money → 📄 From PDF receipt (or 🧾 in Gene AI).
2. Choose the receipt PDF (e.g. from your email).
3. The amount, tax, date, store and category are filled in. Check them and save.

The PDF is read on the server and deleted straight away — it is never kept.

Fuel, tools, a subscription — enter the amount and the tax from the receipt, or tap “Work out” to calculate it from your tax rate. That tax can be claimed back on your return. Faster: tell Gene AI “spent 65 on gas at Shell”.

Pick a month, quarter or year to see your sales, the tax you collected, the tax you paid on expenses and the net tax to pay (in Canada, with the HST return line numbers). Export it or print a PDF for your accountant.

Income and expense lists export to Excel for your bookkeeper.

Parts used on jobs and invoices come off automatically. Use − and + for quick manual counts.

Set a reorder level on an item and it shows as low stock on the Dashboard when it drops to that number.

1. Tap “From supplier PDF” and choose the invoice your supplier emailed you.
2. Every line is read: part number, name, quantity and cost.
3. Check the lines, fix any SKU or name, and set selling prices.
4. Items you already stock are matched, so their quantity goes up instead of making duplicates.
5. Optionally record the purchase in Money with the tax you paid, then tap “Add to inventory”.

The supplier PDF is only read and then deleted — it is never stored on the server.

Most supplier PDFs are read without any setup. If yours are hard to read, Settings → AI (optional) lets you connect a free AI service just for supplier PDFs. Gene AI does not need it — the assistant is built in and always free.

1. Open your Google Business Profile and choose “Ask for reviews” to copy your link.
2. Paste it in Settings → Google reviews & texts.

After a job or from an invoice, tap the ⭐ button to send the customer your review link. The app remembers who you already asked.

Review requests and payment reminders are part of Pro and Team. Booking confirmations by text work on every plan.

Edit your booking confirmation and review request messages on the same page.

Free is 1 user and Pro 2 users (both owners). Adding technicians and assigning jobs to them is part of Team — up to 10 people, with no per-user fees.

• Owners see and change everything.
• Technicians see the schedule, jobs, customers and stock, book jobs and update their status — never invoices, money or settings.
• Only owners add, change or delete customers, stock items and expenses. (A job a technician books still saves its customer.)

Settings → Team → add their name, email and role. You can reset their password or remove them any time.

1. Fastest: on the Jobs page, tap the 👷 button on any row, tick the people who will work it, and tap Done.
2. Or open the job (or book a new one) and tap names under “Team on this job”, then save.
3. Everyone you added gets an email with the job details and a notification on their phone.

Every job always has someone on it: new jobs start with the owner, and the last person can’t be removed. Or tell Gene AI: “Assign Tom to Robin’s job”. Moving or cancelling the job tells the team too.

• An email straight away with the day, time, customer, phone, address (tap to open maps), job details and notes. Private codes are never emailed.
• A phone notification in the Android app — instantly while the app is open, otherwise within a few minutes.
• A message when the job is moved or cancelled.
• Their jobs show 👷 with their name in blue. Tap “👷 My jobs” on the Jobs page to see only yours.
• Phone reminders: technicians get reminders for the jobs they are on.

• Every morning at 7:00 AM your time (change it in Settings → Business) everyone gets a reminder by email and as a notification on the Android app.
• Owners: how many jobs there are today and how many each person has, then every job with its team. On a free day: a “no jobs today” email with what’s coming up this week and who still owes you.
• Technicians: only on days they have jobs — just their own jobs, with address, customer, phone and job details.
• Your time zone is detected from your browser the first time you sign in. Change it any time in Settings → Business.
• Turn the email off for yourself in Settings → Account.

The Android app is coming to Google Play. Until then, everything works in your phone’s browser — add the website to your home screen for one-tap access.

• A reminder before every job — 15 min, 1 hour, 2 hours or the evening before.
• A morning summary with the day’s jobs.
• One tap to call, text, open Maps or Waze, and send confirmations or review requests.
• News and updates from FieldGene.

1. In the app open 📱 Phone settings and tap “Refresh now”.
2. Tap “Send a test” to check notifications work.
3. In Android settings → Apps → FieldGene → Notifications, make sure everything is on.
4. Turn off battery optimisation for the app so reminders arrive on time.

New businesses get every feature for 14 days, free, with no card. Afterwards you move to the Free plan unless you choose Pro or Team. Nothing is deleted.

1 user; 10 jobs, 10 quotes and 10 invoices a month; customer accounts, card payments and your booking page; 25 Gene AI messages a month; 2 custom fields. Invoices, quotes and emails show “Powered by FieldGene”.

Up to 2 users, 60 jobs a month, unlimited quotes and invoices, 100 Gene AI messages, the website quote form, repeating jobs, payment reminders and review requests, supplier PDF and receipt reading, full reports, and no FieldGene branding.

Everything unlimited — jobs, quotes, invoices and Gene AI — up to 10 people with job dispatch, and priority support.

Locked features show a 🔒 badge. Tap one to see which plan has it and the price. Monthly limits start again on the 1st. The meters in Settings → Subscription show what you have used.

Cancel any time in Settings → Subscription → Manage. Your plan runs to the end of the period you paid for, then moves to Free. Payments are non-refundable — see fieldgene.com/refund-policy.

Every business has its own private data. No other business can see your customers, jobs or invoices.

Passwords are hashed, email passwords and API keys are encrypted, and sign-ins expire.

Settings → Account. You can sign out there too.

Export your customers (Customers → ⬇ Export CSV), income and expenses (Money → Export to Excel) and your tax report any time.

• Ask them to check their spam or junk folder.
• Check the email address on the customer or invoice.
• Settings → Invoice emails → “Send test email” to make sure sending works.

Type at least 3 letters. Check your country in Settings → Business — suggestions are shown for your country first.

Check that online booking is on, your working hours are set for those days, and the notice time is not too long. On Free or Pro, when the month’s jobs are used up the page asks customers to call you instead — you get an alert when that happens.

That feature or limit is part of a higher plan. The box shows the price and the plans that include it. Monthly limits start again on the 1st, or upgrade in Settings → Subscription.

They sign in with the email saved on their customer record — check it is filled in and spelled right. The sign-in link works once, for 30 minutes; ask them to check spam and request a new one.

Allow the microphone when your browser asks. If you said no before, tap the 🔒 next to the website address → Microphone → Allow, then reload. Voice works in Chrome, Edge and Safari; in the phone app use the microphone on your keyboard.

Say one thing at a time and include the name, day and time — “Book Robin Friday 2pm, furnace repair, 45 King St”. Tap one of the examples to see what it understands.

Check your spam or junk folder, and wait a minute. Still nothing? Use Support in the menu and we will activate your account for you.

Rows without a name are skipped — the summary shows their row numbers. Add the names in your spreadsheet and import again; customers already added are not duplicated.

Refresh the page. In the phone app, close it and open it again.

Use “Request a feature”, “Report a bug” or “Support” in the menu. You will see our answers there too.