How to create an invoice using the FreeAgent mobile app

This article explains how to create an invoice using the FreeAgent mobile app.

Please note that you won't be able to use the FreeAgent mobile app if you have an unincorporated landlord account.

Any changes you make using the FreeAgent mobile app will be reflected in the desktop version of FreeAgent.

For information on editing an invoice using the FreeAgent mobile app, please see this article.

How to create an invoice

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 ‘Invoice’.

Alternatively, you can create an invoice directly from the ‘Invoices’ area, or directly from a contact. To create an invoice from the ‘Invoices’ area, tap ‘Money in’ at the bottom of the screen, select ‘Invoices’ and tap the ‘+’ symbol at the top-right. Select ‘New invoice’.

To create an invoice 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 invoice'.

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

Contact and project details

Select which customer you would like to create the invoice for using the ‘Contact’ field. FreeAgent will suggest the last contact that an invoice was created for, but you can select a different contact by selecting the 'Contact' field and choosing the relevant contact.  

Please note that if the contact is hidden, they won’t appear in the list. You can also add a new contact by tapping the ‘Contact’ field, selecting the '+’ in the top-right corner and entering the relevant details.

If you’re creating this invoice as part of an existing project, select the relevant project from the ‘Project’ field. If the invoice is for a new project, you'll need to create the project first by tapping the ‘Project’ field, selecting the ‘+’ symbol at the top-right and entering the relevant details for the project.

Project details

If you select a project to attach the invoice to, you will be given the option to add unbilled items from the project to the invoice. You can choose to add unbilled timeslips, expenses and/or estimates.

Invoice details

Next, add the main details for the invoice including the reference number, date, payment terms and currency.

Invoice reference

FreeAgent automatically gives the invoice a reference number, but you can override the ‘Reference’ field if you need to. The default invoice sequencing in FreeAgent is global. For more information on how invoice numbering works in FreeAgent, please see this article.

Invoice date, payment terms and currency

Enter the invoice date, payment terms and select the currency for the invoice. If you’ve set specific payment terms for your contact, these will be applied to the invoice.

Invoice emails

You can enable automatic emailing options for the invoice by selecting ‘Invoice emails’. Please note that to enable these features, you will first need to set up the relevant email templates in the ‘Settings’ area of the desktop version of FreeAgent. You can set up templates to automatically email payment reminders and email a thank you note once the invoice has been marked as paid.

Toggle the emails that you’d like to enable.

Additional options

Select ‘Additional options’ to expand this section and then enter the relevant details if required.

Invoice discount

To apply a discount to the entire invoice, enter the discount percentage in the ‘Discount %’ field.

VAT options

Select the appropriate VAT option by selecting the ‘VAT Options’ field and choosing the relevant option. Please note that you will need to enable additional VAT rates in your ‘VAT Registration’ settings on the desktop version of FreeAgent if you need these.

Additional text

Add any additional text that you wish to include on the invoice in the ‘Additional text’ field.

Once you’ve entered the relevant details, select ‘Create invoice’.

Add items to the invoice

Next, you’ll need to add line items to the invoice. To do this, select ‘Add invoice item’.

This will bring up the 'Add invoice item’ screen.

Enter all the necessary details for the invoice line item and select 'Add item to invoice’ to complete the process and add it to the invoice. If you need to add additional invoice items, select 'Add item & add another' instead.

Mark the invoice as sent

If you’re not sending the invoice to the contact, select the three dots in the top-right corner and choose ‘Mark as sent’ from the menu.

Send the invoice

If you would like to send the invoice to your customer, select ‘Send invoice £[x]’ at the bottom of the screen.

Preview the email and tap ‘Send’ in the top-right corner to complete the process. Please note that to be able to email invoices from within the mobile app, you will first need to have verified the sender email address on the desktop version of FreeAgent.