General Questions

These are the questions we get most often from new and existing Rivvex users. We’ve tried to answer them in plain language, the way you’d explain things to a friend.

”Can I start a job without knowing all the details up front?”

Absolutely. That’s a core feature of Rivvex.

Start with just the customer and the caller. Add everything else as it becomes available. The system doesn’t require every single field to be filled in. The job is in the system, and you can update it as things get filled in.

”We have seasonal workers. How do I handle that?”

Create their accounts during the season. Deactivate them during the off-season. Their history stays, so reactivating is easy.

In the system, under Team, you can toggle a team member’s status between “Active” and “Inactive.” When they’re inactive, they can’t log in, but their profile and their past work are still there. When the season starts again, you switch them back to “Active."

"What if a customer has multiple properties or locations?”

Each location is stored under the same customer. You can create separate jobs for each location and the system links them to the same customer record.

For example, if Maria owns a house and a rental property, both addresses are in her customer profile. When you create a job, you select which location it’s for. The system remembers: “Job A was at the house. Job B was at the rental."

"Can I use this if I’m a solo operator, not a big company?”

Absolutely. Many Rivvex users are single operators. The same tools work whether you have 1 person or 100.

Rivvex doesn’t assume you have a team. If you’re the only one, the “crew” is just you. You still benefit from having the job tracked, the customer recorded, the schedule organized, and the quote and invoice sent professionally.

The size of your business doesn’t change how the system works. It works for everyone.

”How do I get a customer to accept a quote from their phone?”

When you send a quote via email, the customer receives it in a format they can view and approve from any device: computer, tablet, or phone. They tap “Accept” and you’re notified instantly.

The customer doesn’t need to download the Rivvex app or create an account. The quote is a link they click, and they can do so from their browser on their phone. It’s simple and works for almost everyone.

”My crew has bad cell coverage on the job site. Will the mobile app work?”

Yes. The app stores updates locally when there’s no signal and syncs them automatically once the device has enough connection.

Here’s the practical answer: The crew member can take photos, add notes, change the status, capture a signature, fill out an inspection, all of that, even with no signal. When they get back where there’s a signal, the app sends everything to the office. Nothing is lost.

You don’t need to worry about your crew in the middle of nowhere.

”We already use [QuickBooks/other software]. Do I have to abandon it?”

No. Rivvex is designed to work alongside tools like QuickBooks. The integration means you don’t have to enter the same data twice.

Rivvex handles the part of job management that your accounting tool doesn’t cover: scheduling, on-site reviews, quotes, and status tracking. The financial side stays in QuickBooks. The operational side lives in Rivvex. They talk to each other.

You keep your existing tools. Rivvex handles the rest.

”What if a customer doesn’t have email or a smartphone?”

You can mail paper quotes and invoices. You can also have the customer accept by phone (call them and record their approval in the job).

In the system, when a customer doesn’t have a phone, you:

1. Record the job normally.
2. When you would send a quote, you print it and mail it to the customer.
3. When the customer calls to accept, you open the job, change the status to “Approved,” and add a note: “Customer accepted the quote by phone on [date].”
4. Proceed with the schedule and the work as usual.
5. When you would send the invoice, you print it and mail it.
6. When the customer pays (by check, by cash, by whatever method they use), you record the payment in the system.

Rivvex was built for modern communication, but it handles the old-school approach just fine.

”How do I correct a mistake, like sending a quote to the wrong person?”

You can void the sent quote and create a new one. The void is noted in the history so there’s a full record of what happened.

In the app:

1. Open the job.
2. Find the incorrect quote.
3. Click “Void” on the quote.
4. The system marks the old quote as “Voided.” The date and reason are recorded.
5. Create a new quote with the correct information.
6. Send the new quote to the right person.

Both the old (voided) quote and the new one are in the job record. Nothing is lost. Everything is traceable.

”Can I try Rivvex before committing to a paid plan?”

Yes! You can get started with a trial account. Contact us at support@rivvex.com for details.

The trial gives you full access to all features. You can create customers, jobs, quotes, and invoices. You can assign work to your team. You can test the entire flow from start to finish. When the trial is ready to go live.

And if you decide it’s not for you, there’s no pressure. The trial is a chance to see if the system fits your workflow.

”How often can I edit a job after it’s been scheduled?”

As often as needed. The schedule and job details can be updated at any time before the work starts. Communicate changes to the assigned crew.

The note here is: the changes are only as good as the communication. If you reschedule a job, the crew member’s mobile app will show the new time and location. So the change is recorded and the crew is informed.

”What happens if a customer pays part of an invoice now and the rest later?”

Record each payment as it comes. The system tracks partial vs. full payment and shows the remaining balance until it reaches zero.

For example:

• The invoice is for $1,000.
• The customer pays $400 on Monday. You record: “Payment of $400. Balance: $600.”
• The customer pays $600 on Thursday. You record: “Payment of $600. Balance: $0. Paid in full.

The system shows the full payment history.

”Can I add photos or attachments to a job?”

Yes! You can attach photos, documents, and notes to any job. These are especially useful for before/after documentation and on-site assessment photos.

From the office computer, you can upload a file (image, PDF, or a photo from your phone. From the field, the crew member takes the photo in the app. Either way, the photo is in the job record.

”We have different crews with different specialties. How do I make sure the right one gets assigned?”

The job type field helps with this. You can assign jobs to specific individuals or entire teams depending on who has the right skills.

For example:

• A “Plumbing Repair” job is assigned to the plumbing crew.
• A “Electrical Install” job is assigned to the electrical team.
• A “Landscaping” job is assigned to the land or the garden crew.

When you create the job, you enter the job type. Then when you assign the job, you select the crew that matches. The system makes it clear who’s doing what, so the right people are always on the right job.

You can also filter the schedule by crew member or by job type, so you can spot any mismatches before they happen.

”I’m still not sure about X.”

If your question isn’t answered here, or if you want to talk to a real person, email us at support@rivvex.com. We’re here to help.

You can also browse the rest of this documentation site for deeper dives into specific features, workflows, and use cases.

Welcome to Rivvex. We’re glad you’re here.