Invoice Workflow

Invoicing in Rivvex is more than just sending a bill. It’s a multi-stage workflow with built-in quality checks. Invoices go through preparation, review, and submission before the customer ever sees them. This ensures accuracy and prevents billing mistakes.

The Invoice Lifecycle

Every invoice moves through these stages:

Why 2 Roles?

Rivvex separates Invoice Create (can prepare invoices and see costs) from Invoice Submit (can send invoices to customers). This lets you have 1 person prepare invoices and another approve and send them, which is a common accounting control.

If you’re a small team, 1 person can have both roles.

Preparing an Invoice

When a job reaches Work Signed Off status, it shows up under Ready for Invoice in Action Items. You can also invoice a job earlier, any time after it’s scheduled.

1. Open the job.
2. Click New Invoice.
3. The invoice starts from the job’s line items. You’ll see:
   • Each line with its quantity and unit price
   • The customer’s payment terms
   • Any notes from the job
4. Review and adjust:
   • Add extra charges if the scope changed
   • Remove items that weren’t needed
   • Add a note explaining any changes
5. Click Submit, then choose Save as Prepared.

The invoice is now in Prepared status.

Each invoice keeps its own copy of the lines it bills. The job’s line items stay as they are, so editing the job later doesn’t change an invoice the customer already has.

More Than One Invoice on a Job

A job can hold several invoices. Each one gets its own number when it’s sent: the job number, a dash, and a count. The second invoice on job 1234 is #1234-2.

The job’s Invoice tab lists every invoice with its total, what’s been paid, and what’s still owed. Above the list you’ll see how much has been invoiced, how much has been paid, and how much is outstanding. If the customer was sent a quote, you’ll also see the quote price and how much of it is left to invoice.

Invoices and the job’s status

Invoicing never changes a job’s status, its schedule, or its crew. You can invoice a job before work starts (a deposit), while it’s running (1 invoice a week), or after it’s finished, and the job stays wherever its work has it.

Billing has its own status, shown beside the job’s status:

You can filter the Jobs list by billing status.

When a job is done

A job moves to Done by itself once its work is complete and everything on its line items has been invoiced and paid.

If a job ends up billed for less than its line items, was written off, or was never charged, open it and click Mark Done. You can still add an invoice or record a payment on a job that’s done. Reopen Job puts a job you marked done back to the status its work calls for.

Scheduling more work on a done job reopens it.

Completing work from the office

If a crew never finished a job off in the app, open it and click Complete Work. Rivvex shows the schedule days and operators it’ll affect, then marks the open days complete and stops anyone still clocked in. Invoicing used to do this as a side effect. It no longer does.

Billing part of a job

A new invoice starts with everything the job has left to bill: all of it on the first invoice, the remainder after that. To bill part of the job, lower the quantities. If the customer was sent a quote, each line shows the quote amount for that item, the amount already invoiced, and what will remain after this invoice.

• 10%, 25%, 50% fill a line with that share of the job’s quantity, never more than what’s left.
• Bill remaining fills in whatever hasn’t been billed yet.
• Apply to all line items at the top fills every line at once. Apply to this line item fills 1.
• You can type over any quantity afterwards. Quantities take up to 2 decimal places.

Lines left at 0 aren’t put on the invoice.

Service period

An invoice can carry a service period (a start and end date). It’s printed on the invoice and in the email when both dates are set. Rivvex fills in a starting point, and you can change it:

• A job’s first invoice: the job’s first and last scheduled day.
• Later invoices: the day after the last service period ended as the start. The end is left for you to fill in.

The quote on the invoice

If the customer was sent a quote, the invoice shows how it measures up below the line items:

• Whether the quote was signed, and who signed it
• The quote price, what the job’s other invoices bill, this invoice, and what’s left to invoice (or how far over the quote you are)
• A list of the job’s other invoices with their period, status, total, and balance

Jobs that were never quoted don’t show this section.

Changing an invoice after it’s sent

A sent invoice can’t be edited. To change it, void it and create a new one.

1. Open the job’s Invoice tab.
2. Open the invoice’s menu and choose Void invoice.
3. Add a reason if you want one on record.

The invoice stops counting toward what the job has billed. If it’s in QuickBooks, it’s voided there too. An invoice with a payment on it can’t be voided.

Resend to customer only emails the same invoice again. Nothing about it changes.

Reviewing an Invoice

Before an invoice can be sent, it should be reviewed.

1. The reviewer opens the invoice (from the job, from Action Items, or from the batch review page).
2. They check:
   • Do the line items match the work that was done?
   • Are the amounts correct?
   • Is the customer information right?
   • Are the payment terms appropriate?
3. They approve the invoice for submission.

The system tracks who created and who reviewed the invoice, along with timestamps. This creates an audit trail.

Batch Invoice Review

If you have many invoices to review at once, use the batch review page.

1. Go to Invoices → Batch Review.
2. You’ll see all invoices waiting for review, organized by status.
3. Filter by date range, customer, or status.
4. Review and approve invoices 1 by 1 or in a batch.

This is useful for businesses that process invoices weekly or at the end of a billing cycle.

Sending an Invoice

Once reviewed, an invoice can be sent to the customer.

1. Open the invoice.
2. Click Submit (or Send to Customer).
3. The system emails the invoice to the customer’s invoicing contact.
4. If QuickBooks is connected, the invoice is synced to QuickBooks at the same time.

The invoice email is branded with your company logo and includes:

• A summary of the work
• All line items with amounts
• The total due
• Payment terms (when payment is expected)
• A payment link (if online payments are configured)

What if the customer has no email? The system will flag invoices where the customer contact doesn’t have a verified email address. You’ll need to add an email or send the invoice through another channel.

Payment Terms

Payment terms define when the customer is expected to pay. Rivvex supports:

Payment terms are set per customer. When you create an invoice, the terms are pulled from the customer’s record automatically.

Recording Payments

A payment goes on 1 invoice, and that invoice has to be sent first.

1. Open the job.
2. Click Record Payment (or choose it from the invoice’s menu on the Invoice tab).
3. If the job has more than 1 sent invoice, pick the one being paid. The form shows what’s left on it.
4. Enter the payment amount and a note if you want one.
5. Save.

Partial Payments

If the customer pays less than the full amount, the invoice stays Sent and shows as partially paid. You can record more payments until the balance is cleared.

Full Payment

When an invoice’s payments cover its total, the invoice moves to Paid.

What happens to the job

Payments change the job’s billing status, not its status. Billing reads Partially Paid until every invoice the job has sent is paid, then Paid. If the job’s work is complete and everything on it has been invoiced, the last payment moves the job to Done.

QuickBooks Reconciliation

If the customer pays through the online payment link (credit card or ACH), or you record the payment in QuickBooks, Rivvex picks it up and puts it on the matching invoice. A payment you record by hand in Rivvex isn’t sent to QuickBooks, so record it there too.

A Realistic Example

CityBuild Commercial Services has an office manager (Maria) who prepares invoices and an owner (James) who reviews and sends them.

The workflow:

1. A roofing job is completed. The crew gets the customer’s sign-off.
2. Maria opens the job and prepares the invoice. The quote was $8,500, but the crew needed an extra $200 in materials. She adds the adjustment with a note: “Additional flashing materials required due to unexpected water damage.”
3. The invoice ($8,700) is now in Prepared status.
4. James sees it in his Action Items under “Invoice Ready to Review.” He opens it, checks the line items, and approves it.
5. Maria submits the invoice. The customer receives a branded email with a payment link.
6. 3 weeks later (within the Net 30 terms), the customer pays $8,700 via the online link using ACH.
7. The payment is recorded automatically in both Rivvex and QuickBooks. Billing reads Paid and the job moves to Done.

A job billed every week: CityBuild also has a 6-week demolition job.

1. On the first Friday, Maria opens the job and clicks New Invoice.
2. She clicks 25% to bill a quarter of the job, adjusts a line, sets the end of the service period, and sends it. The customer gets invoice #2210-1.
3. The crew keeps working. The job stays In Progress. Each Friday after that she adds another invoice, which starts from what’s left and picks up the day after the last one ended.
4. On the last week the invoice already holds everything that’s left to bill. She sends it. Once the crew finishes and the customer pays, the job moves to Done.