Key Terms

Here are the building blocks of Rivvex. Knowing these terms will make everything in the system much clearer.

Customer

This is the person or business you’re providing service to. A customer is a single record in the system that holds everything about that account.

What’s in a customer record:

• Name (individual or company name)
• Primary phone number
• Email address (if you have one)
• Physical address (or multiple addresses if they have more than one location)
• Contacts with different roles (primary, invoicing, on-site)
• Alerts and notes
• All past and current jobs

Think of it like this: The customer is the umbrella. You don’t do work in a vacuum; you always serve a customer.

Job

A job is one specific piece of work you agree to do for a customer. It can be small (like fixing a loose hinge) or large (like building an entire deck).

Every job in Rivvex tracks:

• Which customer it belongs to
• What needs to be done (the description of work)
• Where the work takes place (the service location)
• When it should happen (the scheduled date and time)
• Who is assigned to do it (the team or crew member)
• How much it costs (the price or estimate)
• Its current stage (the status)

Think of it like this: A customer can have multiple jobs. One customer, 3 jobs, for example.

Status

The status tells you what’s happening with a job right now.

Each status is a snapshot of where the job sits in its journey.

Quote

A quote (sometimes called an estimate or a proposal) is the formal price offer you present to the customer.

A quote includes:

• The scope of work (what you’ll do)
• Materials and labor costs
• The total price the customer will pay
• The expected timeline

Once the customer accepts the quote, you have a commitment from them to proceed. In Rivvex, you create the quote from the job record and send it directly to the customer.

Invoice

An invoice is the bill you send to the customer after the work is completed.

An invoice includes:

• A summary of the work performed
• What was charged (matching the accepted quote, or updated with changes)
• Payment amount due
• Payment methods

Unlike a quote, an invoice is a request for payment, not a proposal. Invoices go through an internal review process (prepare, review, submit) before being sent to the customer.

Line Item

A line item is a single entry on a quote or invoice: one row that describes a specific charge.

Examples:

• “Pressure-treated lumber (30 boards)”: $450
• “Labor: 2 crew members x 8 hours”: $960
• “Equipment rental: Skid steer”: $200

Line items are the building blocks of every quote and invoice. They can be materials, labor, equipment charges, or services.

Schedule

The schedule is the calendar where you organize when your crews will be at which job locations.

Think of it as the “when” and “where” of your operations. The schedule lets you:

• Plan jobs days, weeks, or months in advance
• See at a glance which crew is assigned to which location and when
• Spot gaps or conflicts (2 jobs at the same time, a crew overbooked, etc.)
• Move things around when the unexpected happens

On-Site Review (Site Visit / Assessment)

An on-site review is when you send a crew member to a location to assess the situation before you commit to a final price or plan.

This is common when:

• You don’t have enough details to do the estimate accurately
• The site’s condition will determine the scope of work
• You need to inspect the property or the specific issue before promising a customer

The crew member fills out a standardized checklist and adds their observations, photos, and notes. All of this becomes part of the job’s permanent record.

Crew

A crew is a group of workers that you assemble and manage as a unit. Instead of assigning individual people to each job, you can assign a whole crew.

Each crew has:

• A name (e.g., “Crew A,” “North Team”)
• Members with roles (Lead, Helper, Inspector)
• Equipment assigned to that crew

Crews make scheduling faster. Assign the crew, and all its members are assigned at once.

Equipment

Equipment refers to the vehicles, tools, and machinery your business uses. In Rivvex, each piece of equipment is tracked individually.

Equipment has:

• A type and category (e.g., “Truck,” “Skid Steer,” “Chainsaw”)
• Details like model, serial number, and purchase date
• A status: In Service, Out of Service, Retired, or Replaced
• Maintenance schedules and service history
• Checkout/checkin records showing which job it was used on

Timesheet

A timesheet records how many hours each worker spends on jobs during a pay period. Rivvex tracks clock-in/clock-out times and calculates regular and overtime hours.

Timesheets are organized by pay period (weekly, bi-weekly, bi-monthly, or monthly) depending on your site’s configuration.

Pay Period

A pay period is the recurring time window used to group timesheet hours for payroll. Common options:

• Weekly
• Bi-Weekly (every 2 weeks)
• Bi-Monthly (twice a month)
• Monthly

Your site admin configures which pay period type your business uses.

Payment Terms

Payment terms define when a customer is expected to pay after receiving an invoice. Common options:

• On Receipt (pay immediately)
• Net 15, Net 30, Net 45, Net 60, Net 90 (pay within that many days)
• Custom terms

Payment terms are set per customer and appear on every invoice sent to them.

Action Items

Action items are tasks and alerts that appear on your dashboard, organized by priority. They surface things that need your attention right now: unscheduled jobs, overdue quotes, equipment maintenance alerts, invoices ready to review, and more.

Think of Action Items as your daily to-do list, automatically generated by the system based on what needs attention.

Expense

An expense is a cost your business incurs: fuel, materials, tools, supplies. In Rivvex, you can log expenses, attach receipts, and link them to specific jobs so you know the true cost of every piece of work.

Time Off

Time off is a request from a team member to take days away from work. In Rivvex, time-off requests go through an approval workflow. Approved time off is automatically checked during scheduling, so you won’t accidentally assign someone to a job on their day off.

Skillset / Label

Skillsets (also called labels) are tags you assign to team members to describe their capabilities, like “Certified Electrician,” “CDL Licensed,” or “Estimator.” When scheduling a job that requires specific skills, you can filter available workers by their skillsets.

Template

A template is a reusable building block for work that happens regularly.

Examples:

• A “Quarterly HVAC Maintenance” template with all the standard inspection items
• A maintenance checklist template for equipment inspections
• A “Gutter Cleaning” template with the usual scope of work

Instead of starting from scratch each time, you use a template as a starting point and customize only what’s different for that specific job.

Quick Reference