Knowledge Base Getting Started Frequently Asked Questions

How to create a bill using the FreeAgent mobile app

This article explains how to record a bill that you’ve been sent by one of your suppliers using the FreeAgent mobile app. It also explains how to attach a file to the bill.

Please note that any changes you make using the FreeAgent mobile app will be reflected in the desktop version of FreeAgent.

How to create a bill

Open the FreeAgent mobile app on your iOS or Android device and log in using your FreeAgent login details if prompted. If you’ve accessed the app recently, you may be logged in automatically.

Tap the green ‘+’ at the bottom of the screen to access the ‘Add new...’ menu and select ‘Bill’.

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Choose the contact that sent you the bill.

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Alternatively, you can create a bill directly from the ‘Bills’ area, or directly from a contact. To create a bill from the ‘Bills’ area, tap ‘Money out’ at the bottom of the screen, select ‘Bills’ and tap the ‘+’ symbol at the top-right.

To create a bill from a contact, tap the three-lined ‘hamburger’ icon at the top-left to open the ‘Settings’ menu and select ‘Contacts’. Select the relevant contact and tap ‘Create new bill’.

Whichever way you choose to create the bill, you will then be prompted to enter the following information.

Enter a reference number

First, enter a reference number for the bill by tapping the ‘Reference’ field.

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Choose a bill date

Next, select the date of the bill by tapping the calendar icon in the ‘Dated X’ field. The bill will default to the current date, but you can select an alternative date from the calendar.

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Choose a due date

Select the date that the bill is due to be paid by tapping the calendar icon in the ‘Due on’ field. The due date will default to 30 days after the bill date, but you can select an alternative due date.

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Choose a currency

The currency for the bill will default to your base currency. If you want to create the bill in an alternative currency, tap the ‘Currency’ field and select it from the list provided.

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Choose an amount

Enter the total value of the bill including VAT by tapping the ‘Amount’ field. If you’re creating a bill credit note, enter a minus sign in front of the amount.

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Choose a VAT rate

Tap the ‘VAT’ field to select the VAT rate depending on how much VAT was charged by your supplier.

To allow FreeAgent to automatically apply the rate of VAT associated with the chosen category, select ‘Automatic’. Alternatively, you can choose to apply a specific rate of VAT to the bill by selecting the relevant option. If you would like to manually enter the amount of VAT to apply to the bill, select ‘Custom VAT amount’ and enter the appropriate amount.

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Choose a category

Next, select the appropriate category for the bill by tapping the ‘Category’ field and selecting from the list of options provided.

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Comments

If you’d like to add additional comments to the bill, such as a note about what the bill was for, add them to the ‘Comments’ field. This is particularly important for bills in tax-sensitive categories such as legal and professional fees, purchases of capital assets, or sundries.

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Recurring

If the bill is recurring - for example, if it’s for your business’s rent or business rates - you can choose for a new bill to be automatically added in the future. To do this, tap the ‘Recurring options’ field.

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Select how often you’d like the bill to recur.

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If the charge or reference is slightly different each time - as it might be on a telephone bill, for example - you’ll need to edit the bill each time after it has been automatically created.

Add an attachment

If you have a relevant document or file that you would like to attach to the bill (e.g. a receipt or bill) tap ‘Add attachment’.

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If you’d like to take a photo of the document and attach it to the bill, select ‘Camera’ from the ‘Upload from…’ menu. Alternatively, select ‘Photo library’ (iOS) or ‘Photo album’ (Android) to attach an existing photo that’s saved to your device. If you would like to upload a saved file from your device, select ‘Other files’.

If you’d like to attach a file that’s saved in the ‘Files’ area of your FreeAgent account, select ‘FreeAgent files’. Please note that a locked file can’t be attached to a bill. If you would like to unlock a file to attach it, follow the steps in this article.

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Once you’ve selected the relevant file, follow the on-screen instructions to attach it to the bill.

Linking a bill to a project

You have the additional option of linking the bill to a project in FreeAgent and rebilling the bill to a customer. To link the bill to a project, tap ‘Link to project’ and select a project from the list.

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If you don’t want to rebill the customer for the bill, select ‘Dont rebill, just link’ from the options provided. If you would like to rebill the bill, select the relevant rebilling option from the list provided. Tap ‘Done’ in the top-right corner to save the rebilling option.

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Once you’ve added all relevant details to the bill, select ‘Save’ in the top-right corner to complete the process.

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How can I view or edit the bill?

Once you’ve created the bill, you can view or update it by tapping the ‘Money out’ icon at the bottom of the screen.

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Next, select ‘Bills’.

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Select the relevant bill from the list.

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To search for bills for a certain contact, type their name in the ‘Search bills’ box.

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Once you’ve selected the relevant bill, make any relevant changes and select ‘Save’ to update the bill.

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