Web VIM workflow, real-time cost recalculations, and instant mobile Clock Out - November 2026
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2 days ago
by Dina Petrova
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Dina PetrovaAdmin
Hello,
Over the past two months, we’ve made major updates to three key areas you’ll notice right away: full Vendor Invoice Management (VIM) on the web, instant Financial Distribution, and a streamlined Clock Out experience in the mobile app.
Here is everything that changed and where to find it.
Web Invoices & Receipts (VIM) — Complete Wokrflow
You no longer need to switch back to the old desktop app for vendor invoicing tasks. Everything now works end-to-end right in your web browser: creating bills, reviewing, approving, paying, and setting up classifiers and libraries (Invoice Categories, Purchase Categories, Cards and Accounts, Vendors, PO items and templates, Recurring Bills).
Where to Find Things
Open the VIM menu to find two main groups:
General: Review queue, Invoices, Vendors, Purchase Orders (POs), PO Items, PO Templates, and Recurring Bills.
Accountants & Library Managers: Set up classifiers, categories, card/account types, vendors, PO items, and recurring bills under VIM → Classifiers.
Validators, Approvers & Bookkeepers: Handle day-to-day bill processing under VIM → Review and VIM → Invoices.
Set Up Classifiers First
If you’re setting up VIM for your organization, start in VIM → Classifiers:
Invoice Categories: Define how a bill allocates costs and who needs to approve it.
Purchase Categories: Set defaults for accounts, GL/Service items, and COD.
Cards & Accounts: Set sync rules and applicable purchase categories.
Note: Inactive records are now clearly displayed as Closed.
Work with Invoices
VIM → Invoices: Your central list of all bills. Filter by stage and date, create new bills, view invoice details, or download attached documents. Use the General tab for full bills or Invoice Lines for allocation details across bills.
VIM → Review: Your personal action queue. It opens automatically grouped by assignee and stage, so you see the tasks requiring your attention first.
Key Improvements in the Invoice Card:
Single Allocation Table: On the desktop card you worked in two tables: one for Build Plan / Financial Account / PO, and another for GL Accounts or Service Items. On the web card these are one table of invoice lines.
Each line holds the full allocation in one place: Build Plan, Financial Account, PO line (when you use PO distribution), GL Account or Service Item, amount, and related fields. You fill and check the distribution once, without switching between two grids. The columns you need depend on the invoice category and settings — unused ones stay hidden.
If you need to subdivide amounts only for FieldClix or only for QuickBooks, add more invoice lines and allocate each part as needed. Questions about how to set this up for your company — ask your implementation team.
Drag-and-Drop Attachments: Simply drop files directly into the card.
Duplicate Protection: Get instant alerts if a bill with the same number and vendor already exists.
Email Capture : Email capture now creates bills in the new VIM. Open a captured invoice from Review or Invoices, or from a notification/task link in your FCX Inbox — the web invoice card opens so you can finish validation and approval there.
Cash on Delivery (COD)
COD is not a separate record. It is a vendor bill.
On the Invoices dashboard use New COD: choose Requester and Purchase Category, get a default line, then finish the bill on the Invoice card. COD Info (Requester, Purchase Category, card, store, and related fields) appears on that card and can be edited there. COD requests from the mobile app create the same VIM bills.
Sync to QuickBooks still follows the invoice Sync Type — Bill, Credit Card Charge, or Check — as configured for your company.
Bills from the desktop VIM reference are converted. Open them on the web and continue as usual.
Purchase Orders (POs)
Manage commitments in VIM → Purchase Orders. From the PO card, you can send for approval, download, email vendors, track approvers, and make revisions. The Allocated Invoices tab displays all invoices tied to that PO, while totals and line balances are visible directly on the dashboard.
Real-Time Financial Distribution
Financial Distribution (FD) tracks how costs from time cards, invoices, and other sources land on Build Plans and accounts.
Instant Recalculation: Financial Distribution lines now recalculate in the same save when you save a Time Card, invoice, BOM, Ad Hoc record, or Payroll Period — no waiting for the old FD background job.
Direct Error Resolution: Accountants no longer need to wait for email error reports. Open Financial Distribution Errors to review issues and click directly through to the source record to fix them.
Instant Clock Out in the Mobile App
Closing out a shift is now instant and hassle-free. Tap Clock Out and complete a quick, single-screen checklist without waiting for background processing:
Tailored Steps: The app only shows the steps relevant to you (e.g., GPS/manual sync, selfie, attestations, or on-site allocation). Empty or irrelevant steps are automatically skipped.
Same-Day Allocation: Allocate Work Orders and activities right at clock-out instead of waiting until the next day. Access your Timeline directly from allocation steps if needed.
Smart Reminders: Receive notifications at your maximum shift length, with follow-up reminders at 3, 6, and 9 hours.
Shift Protection: You cannot Clock In for a new shift until your previous Clock Out is completed. Unfinished shifts can be force-closed after the maximum finish time plus your company's threshold.
Additional System Updates
Active Workshifts (Web): Track who is currently on the clock and monitor sign-off progress. Dispatchers can use Force Clock Out or Retry Processing when necessary.
Payroll & Time Cards: Enjoy faster loading lists for Work Orders and activities during payroll processing. Skipped allocations now include employee comments in a hover tooltip.
Work Orders & Sites: View configurable Short Names across Work Order, Scheduler, and Build Plan dashboards. Sites now feature a Parent Carrier Group field.
Form Usability: Benefit from unsaved-changes warnings, quick-save keyboard shortcuts (Ctrl + Enter), and in-context field help text.
Performance Boosts: Experience faster P&L calculations, smoother Android offline performance, direct Google Maps routing for Dispatch, and iOS 27 support.
That’s the story of the last two months.
Questions? Ping your Fieldclix admin, or write us. We’re here.
Take care, The Fieldclix Team
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Hello,
Over the past two months, we’ve made major updates to three key areas you’ll notice right away: full Vendor Invoice Management (VIM) on the web, instant Financial Distribution, and a streamlined Clock Out experience in the mobile app.
Here is everything that changed and where to find it.
Web Invoices & Receipts (VIM) — Complete Wokrflow
Where to Find Things
Open the VIM menu to find two main groups:
General: Review queue, Invoices, Vendors, Purchase Orders (POs), PO Items, PO Templates, and Recurring Bills.
Classifiers: Invoice Categories, Purchase Categories, Card & Account Types, Cards & Accounts.
Who Works Where:
Accountants & Library Managers: Set up classifiers, categories, card/account types, vendors, PO items, and recurring bills under VIM → Classifiers.
Validators, Approvers & Bookkeepers: Handle day-to-day bill processing under VIM → Review and VIM → Invoices.
Set Up Classifiers First
If you’re setting up VIM for your organization, start in VIM → Classifiers:
Invoice Categories: Define how a bill allocates costs and who needs to approve it.
Purchase Categories: Set defaults for accounts, GL/Service items, and COD.
Cards & Accounts: Set sync rules and applicable purchase categories.
Note: Inactive records are now clearly displayed as Closed.
Work with Invoices
VIM → Review: Your personal action queue. It opens automatically grouped by assignee and stage, so you see the tasks requiring your attention first.
Key Improvements in the Invoice Card:
Single Allocation Table: On the desktop card you worked in two tables: one for Build Plan / Financial Account / PO, and another for GL Accounts or Service Items. On the web card these are one table of invoice lines.
Each line holds the full allocation in one place: Build Plan, Financial Account, PO line (when you use PO distribution), GL Account or Service Item, amount, and related fields. You fill and check the distribution once, without switching between two grids. The columns you need depend on the invoice category and settings — unused ones stay hidden.
If you need to subdivide amounts only for FieldClix or only for QuickBooks, add more invoice lines and allocate each part as needed. Questions about how to set this up for your company — ask your implementation team.
Drag-and-Drop Attachments: Simply drop files directly into the card.
Duplicate Protection: Get instant alerts if a bill with the same number and vendor already exists.
Email Capture : Email capture now creates bills in the new VIM. Open a captured invoice from Review or Invoices, or from a notification/task link in your FCX Inbox — the web invoice card opens so you can finish validation and approval there.
Cash on Delivery (COD)
COD is not a separate record. It is a vendor bill.
On the Invoices dashboard use New COD: choose Requester and Purchase Category, get a default line, then finish the bill on the Invoice card. COD Info (Requester, Purchase Category, card, store, and related fields) appears on that card and can be edited there. COD requests from the mobile app create the same VIM bills.
Sync to QuickBooks still follows the invoice Sync Type — Bill, Credit Card Charge, or Check — as configured for your company.
Bills from the desktop VIM reference are converted. Open them on the web and continue as usual.
Purchase Orders (POs)
Real-Time Financial Distribution
Instant Recalculation: Financial Distribution lines now recalculate in the same save when you save a Time Card, invoice, BOM, Ad Hoc record, or Payroll Period — no waiting for the old FD background job.
Direct Error Resolution: Accountants no longer need to wait for email error reports. Open Financial Distribution Errors to review issues and click directly through to the source record to fix them.
Instant Clock Out in the Mobile App
Closing out a shift is now instant and hassle-free. Tap Clock Out and complete a quick, single-screen checklist without waiting for background processing:
Tailored Steps: The app only shows the steps relevant to you (e.g., GPS/manual sync, selfie, attestations, or on-site allocation). Empty or irrelevant steps are automatically skipped.
Same-Day Allocation: Allocate Work Orders and activities right at clock-out instead of waiting until the next day. Access your Timeline directly from allocation steps if needed.
Smart Reminders: Receive notifications at your maximum shift length, with follow-up reminders at 3, 6, and 9 hours.
Shift Protection: You cannot Clock In for a new shift until your previous Clock Out is completed. Unfinished shifts can be force-closed after the maximum finish time plus your company's threshold.
Additional System Updates
Active Workshifts (Web): Track who is currently on the clock and monitor sign-off progress. Dispatchers can use Force Clock Out or Retry Processing when necessary.
Payroll & Time Cards: Enjoy faster loading lists for Work Orders and activities during payroll processing. Skipped allocations now include employee comments in a hover tooltip.
Work Orders & Sites: View configurable Short Names across Work Order, Scheduler, and Build Plan dashboards. Sites now feature a Parent Carrier Group field.
Form Usability: Benefit from unsaved-changes warnings, quick-save keyboard shortcuts (
Ctrl + Enter), and in-context field help text.Performance Boosts: Experience faster P&L calculations, smoother Android offline performance, direct Google Maps routing for Dispatch, and iOS 27 support.
That’s the story of the last two months.
Questions? Ping your Fieldclix admin, or write us. We’re here.
Take care,
The Fieldclix Team
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