Common Scenarios

Not every job looks the same. Some are quick, some involve many variables, and some are urgent or partial. Here are 3 common real-world scenarios to help you see how Rivvex handles each one.

Scenario A: “The Simple Service Call”

About 40% of typical jobs in the service business world fit this pattern.

Who: Robert Nguyen, a resident of a small apartment building. What the call: A pipe under the kitchen sink is leaking. He needs it fixed. All information available on the call. The customer explains the problem is clear: “There’s water on the floor because of a pipe under the sink. It’s a slow drip, but it’s been there for 3 days.” **The repair is simple.

• No site visit needed.
• The crew member will bring a standard copper pipe. No need to inspect the property first.

The steps, as recorded in Rivvex:

1. You create a new customer and a new job.

   • Customer: Robert Nguyen
   • Phone: (555) 341-7890
   • Email: robert.n@email.com (he provides it)
   • Job: “Kitchen Sink Pipe Leak Repair
   • Address: 12 Oak Terrace, Apt 3B, 70510
   • Notes from call: “Customer says there’s a drip from the pipe under the sink. Says it’s been there for 3 days. Wants it fixed soon.”

2. You set a price and a time for the job.

   • You have done this type of repair many times. The standard cost is $180 for parts and $120 for labor. Total estimate: $300. You enter $300 as the estimated price.
   • The customer says he’s home every day between noon and 5 PM. You look at the schedule and see that Friday afternoon has a slot at 1:30 PM for a plumber on Route 3.

3. You create the quote and send it.

   • In the app, you build a quick quote: “Replace the pipe fitting under kitchen sink with the old one. 1:30 PM on Friday.
   • You enter $300.
   • You add a note: “Robert, we can do this tomorrow. You’ll be there at 1:30 PM.
   • You send the quote to robert.n@email.com

4. The customer accepts the quote.

   • Robert opens the email, sees the quote, and clicks “Accept.”

5. You schedule the repair and assign the crew member.

   • You assign the job to Dave, the plumber.
   • The schedule shows: Friday, 1:30 PM, Robert Nguyen, Apt 3B, pipe repair.
   • The status moves to “Scheduled.”

6. The day of the repair.

   • Dave checks his app in the morning. The job is on his list.
   • He drives to 12 Oak Terrace, Apt 3B. He arrives and knocks. Robert opens.
   • Dave fixes the pipe. In 40 minutes, the water is stopped, the floor is dry, and the sink is working.
   • Dave marks the job as “Day Completed” in his app. He takes a photo of the fixed pipe and sends it to the customer.
   • Robert says it’s all good. Dave has Robert sign the device to confirm the work is done.
   • The status becomes “Pending Signoff.”

7. The office sends the invoice.

   • The next day, the office sends the invoice for $300 to Robert’s email.
   • Robert pays by clicking the link.

8. **The job is complete. The job is complete. The pipe is fixed, the customer is happy, and the invoice is paid.

What makes this a “Simple Service Call” scenario:

• All the information was available on the first call.
• No on-site review was needed.
• The price was known in advance.
• 1 person was assigned, and the job took less than 1 day.
• Everything went as planned.

This is the simplest type of job. You’ll see these every day.

Scenario B: “The Complex Project”

About 30% of jobs in the service business world fit this pattern.

Company: Brightview Restoration Co. Customer: Maria and James Wilson. The call: Maria calls to say her basement has been “a little damp.” She isn’t sure if it’s a small leak or something bigger. “We think the walls might need waterproofing. It’s a 1,200 square foot basement. We want to do something about it.”

**The problem: The call is vague. Many possibilities exist.

• Could be a window weep hole?
• Could be a foundation crack?
• Could be a drainage issue in the soil around the house?
• Could be normal condensation, and the solution is just a dehumidifier.

You can’t quote a price. You need to see the site.

The steps in Rivvex:

1. You create the customer and the job.

   • Customer: Maria & James Wilson
   • Phone: (555) 892-1234
   • Email: mwilson@email.com
   • Job: “Basement Dampness Assessment
   • Address: 55 River Road, 80209
   • Notes: “Customer says basement has been damp. They haven’t seen water inside. They want to know what the issue could be. They aren’t sure what to do.

2. **You set the approach: On-site review first.

• You set the status to “To Review.
• You schedule a site visit for next Tuesday at 10:00 AM.
• You assign Tom, a senior estimator, to the review.
• You note: “Call the Wilsons by Monday 5 PM to confirm they’ll be home Tuesday at 10.”

3. The on-site review.

• Tuesday, Tom goes to 55 River Road.
• He finds:
  • A 6-inch vertical crack in the basement wall. Water was coming in.
  • The area around the wall is 12 inches of wetness. No standing water, but the soil is very wet.
  • He recommends the interior solution: “Apply a water-resistant coating on the inside of the wall. Then install a sump pump in the floor drain.
  • He estimates: 12 hours of labor over 2 days. Materials: water-resistant coating (40 gallons), sump pump.
  • He takes 6 photos of the crack, the wall, the floor drain, the outside of the foundation.
  • He writes up the on-site assessment in the app and submits it.

4. **The office creates and sends the quote.

• You open the job. The on-site report is there with all 6 photos and Tom’s detailed notes.
• You create a quote:
  • Work: Apply waterproof coating to 12 x 8 foot interior wall. Install new sump pump at existing floor drain.
  • Materials: 40 gallons of waterproof coating, 1 sump pump with battery backup.
  • Labor: 12 hours over 2 days.
  • Total: $6,800.
  • You add a note to the Wilsons: “Hi, Tom from our team visited your property. The dampness is caused by a crack in the foundation wall. We can waterproof the interior and install a sump pump. The quote is $6,800. The work can start next week.
  • You send the quote to mwilson@email.com.

5. The Wilsons accept the quote.

• They call to ask a few questions. You explain the sump pump, the warranty on the waterproofing, and the timeline.
• They agree. They click “Accept.”
• The status moves to “Approved.”

6. You schedule the 2-day project.

• You look at the schedule. Monday and Wednesday are open for a 2-person crew.
• You schedule: Monday 8 AM, Wednesday 8 AM.
• You assign the same crew that did the review.
• You send a scheduling confirmation to the Wilsons.

7. Day 1: Apply the waterproof coating.

• The crew arrives Monday. They prepare the wall, apply the coating.
• By end of day, the coating is done. They clean the area.
• The crew member updates the app: “Day 1 complete. Coating applied. Drying overnight.”

8. Day 2: Install the sump pump.

• Wednesday, the crew returns. They install the sump pump at the floor drain.
• They test the pump, clean up, and take photos of the finished work.
• They have the Wilsons sign the device to confirm.
• Mark the job as “Day Completed” (final day).

9. Send the invoice.

• The office sends the invoice for $6,800.
• The Wilsons pay.

10. Job Complete. The entire process took about 3 weeks from the initial call to final payment. Every step was documented in Rivvex.

What makes this a “Complex Project” scenario:

• The initial call was vague. An assessment was required.
• The scope of work was determined only after the site visit.
• The project spanned multiple days.
• A detailed on-site report was essential to creating an accurate quote.
• The customer had questions, which you answered before they accepted.

You can expect to see these projects every few weeks. They require more planning, but the process is clear.

Scenario C: “The Urgent/Partial Info”

About 30% of the typical job types in the service business world fit this pattern.

**The call: It’s 6:30 AM on a rainy morning. The storm last night caused a tree to fall onto a power line, and the main line has lost power. A small business, “Joe’s Café,” has lost its power. The owner calls and needs an emergency assessment.

The call: “My cafe has no power. The tree fell on the line last night. I need someone to come check the situation as soon as possible. I have no idea how bad this is.”

**The challenge: The situation is urgent. Partial information. No time for a slow process.

The steps in Rivvex:

1. You create the customer and the job.

• Customer: Joe’s Café (Owner: Joseph Garcia)
• Phone: (555) 765-4321
• Location: 88 Main Street
• Job: “No power at Joe’s Café. Tree fell on the power line.
• Urgent, please send someone to assess.
• Status: “To Review,” but marked as “Urgent.”

2. **You schedule immediately, not later.

• It’s 6:45 AM. The earliest open slot is 8:00 AM. You assign Sarah, an electrician, to come immediately.
• In the app, you move the job to the top of the schedule; it’s the first priority for today.
• You send a text to Joe: “Sarah will be there at 8. We’re on the way.”

3. The on-site review: fast and focused.

• Sarah arrives at 8 AM. She sees the damage:

  • The tree branch tore the main line.
  • The service panel shows the breaker tripped.
  • The rest of the electrical in the building appears fine.
  • The main line needs a new line from the pole to the panel.

• Sarah takes photos of the main line, the pole, and the tree.

• She calls the office from the site and gives you a update: “Needs a new main line. About 20 feet. We can do it today, but the utility company needs to approve the new line. I estimate 6 hours of labor.

• You note in the app: “Sarah on site. New line needed. About 20 feet. 6 hours.

• The status moves to “Quotable.”

4. **The quote, sent fast.

• You don’t have the full cost yet, but you know the range. The new line, including the utility approval, will cost around $3,500.
• You create a quote on the spot, from your phone, and send it to Joe’s email.
• The quote says: “Install new service line (20 feet) and repair the main line. Utility approval required. $3,500.

5. Joe accepts the quote quickly.

• The status moves to “Approved.”
• You tell Joe: “We’ll do this today.
• You note in the app: “Quote accepted. Proceeding.

6. The work, today.

• You tell Sarah: “He accepted. You are cleared to start the repair.
• Sarah works through the morning and early afternoon. The new line is installed, the pole is repaired, and the service panel is restored. Power is back.
• She marks the job as “Day Completed” at 2:30 PM.
• She takes photos of the completed work and notes: “Main line replaced. Power restored. Customer confirmed the café is back online.

7. The sign-off.

• Sarah has Joe come out and verify the power is on.
• He signs the device and says, “You saved my business.

8. **The invoice is sent the next day.

• The invoice for $3,500 goes to Joe’s Café.
• He pays that day.

9. **The job is complete.

**What makes this an “Urgent/Partial Info” scenario:

• Only partial information was available on the call.
• The situation required immediate action.
• The on-site review and the quote happened on the same day.
• The quote was sent and accepted within hours.
• The work completed within a single day.
• Every step was still documented, even though it moved fast.

You’ll face emergencies and urgent calls. Rivvex is built to handle them. The system doesn’t force you to follow a slow process when the situation demands speed.

Side-by-Side Comparison

Every scenario uses the same system. The only difference is how many steps you skip.

**When you have all the info, you skip the on-site review. When you need to assess first, you add that step. When it’s urgent, you move the on-site review and the quote to the same day. The system adapts to your needs.

You don’t need to make every job look the same. Some will be quick. Some will take days. Some will be emergencies. Rivvex handles it all.