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’s ready for invoicing.

1. Open the job.
2. Click Prepare Invoice (or go to the invoice from the job detail page).
3. The system pre-fills the invoice from the accepted quote. You’ll see:
   • All line items from the quote (materials, labor, equipment, services)
   • 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 adjustment notes explaining any changes from the original quote
5. Save.

The invoice is now in Prepared status.

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

When a customer pays:

1. Open the job or the invoice.
2. Click Record Payment.
3. Enter the payment amount and method.
4. Save.

Partial Payments

If the customer pays less than the full amount, the invoice moves to Paid Partial status. You can record multiple partial payments until the balance is cleared.

Full Payment

When the full amount is received, the invoice moves to Paid Full and the job moves to Done.

QuickBooks Reconciliation

If QuickBooks is connected, payments recorded in Rivvex are automatically synced. If the customer pays through the online payment link (credit card or ACH), the payment is recorded in both systems automatically.

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. The job moves to Done.