Understanding RivvexWhat is a Job?

What is a “Job”?

A job is the heart of everything in Rivvex. It’s a single record for a customer request, from the first call to the final payment.

Think of It This Way

When a customer calls your office saying “My fence needs fixing,” you create a job in Rivvex.

That 1 job will track:

  • Who the customer is
  • What the work involves
  • Where the work will happen
  • When it’s scheduled
  • Who’s assigned to do it
  • How much it will cost
  • The status as it moves from start to finish

Key Pieces of Every Job

When you open a job, you’ll see these main sections:

1. Customer & Contact Info

  • Customer name and how to reach them
  • Who called in the request (the “Called-In Contact”)
  • Who will be on-site when the work happens (the “On-Site Contact”)

These can be the same person or different people. For example, a business owner might call about their commercial property, but their maintenance manager meets the crew on-site.

2. Job Type

  • What kind of work is being done?
  • Examples: “Roof Repair,” “Gutter Cleaning,” “Pavement Cutting”
  • Set up once during setup, then reuse for every job

3. Location

  • The address where work will take place
  • Any directions or access instructions
  • Notes about the site (gated, need to ring buzzer, etc.)

4. Schedule

  • When the work is planned to start
  • Estimated duration
  • Who’s assigned to the job

5. Quote & Invoice

  • How much the customer will pay
  • When the quote was sent
  • Payment status

Job Statuses: Following the Journey

Every job has a status that shows where it sits in the journey.

Early Stages

Draft

  • Job was just created
  • Details may still be incomplete
  • Nothing has been scheduled or quoted yet

Pending On-Site Review

  • Someone needs to visit the location to assess the work
  • Common when you can’t determine the full scope from a phone call

On-Site Review Completed

  • The assessment visit is done
  • Now you know exactly what needs to be done

Quote & Planning

Sent Quote

  • A quote has been created and sent to the customer
  • Waiting for their response

Customer Accepted

  • The customer said “yes!”
  • Time to schedule the work

In the Field

Scheduled

  • Dates and crew are assigned
  • Ready to execute

En Route

  • The team is traveling to the location
  • They should be there shortly

In Progress

  • Work has started on-site
  • The team is actively doing the job

Day Completed

  • A planned workday is finished
  • There may be more days to go

Wrapping Up

Work Completed

  • All the planned work is done
  • Now handling the paperwork

Work Signed Off

  • The customer has approved the completed work
  • Often includes a digital signature or confirmation

Invoice Prepared

  • The invoice is ready but waiting before sending

Invoice Sent

  • The customer has received the bill

Paid (Partial/Full)

  • The customer is paying or has paid

Done

  • Everything is finished and closed

Cancelled

  • The job isn’t going forward
  • Customer declined, situation changed, or work was unnecessary

The “View Required Fields” Toggle

At the top of the create/edit screen, you’ll see a toggle with 2 options:

  • Save as Draft: Shows only the bare essentials needed to save the job
  • Ready to Assign: Shows everything needed before the job can be given to a crew

This doesn’t change the job. It just helps you see what’s still missing for the next step.

A Simple Example

Let’s trace a typical job:

  1. Monday morning: A customer calls about a broken fence → You create a job with just the basic info → Status: Draft

  2. Monday afternoon: You schedule a visit to assess the damage → Status: Pending On-Site Review

  3. Thursday: Your estimator completes the site review and determines what needs to be done → Status: On-Site Review Completed

  4. Friday: You send a $2,400 quote to the customer → Status: Sent Quote

  5. Tuesday: The customer accepts by replying to the email → Status: Customer Accepted

  6. Wednesday: You assign the job to Maria and start work Friday → Status: Scheduled

  7. Friday morning: Maria’s team arrives at the site → Status: En Route

  8. Friday mid-day: Work begins → Status: In Progress

  9. Friday afternoon: Fencing is complete for the day → Status: Day Completed

  10. Monday: Final fence repairs are done, customer signs the digital form → Statuses: Work Completed, then Work Signed Off

  11. Tuesday: You prepare and send the invoice → Status: Invoice Sent

  12. Friday: Customer pays in full → Status: Paid Full, then Done

That’s the complete journey of a single job in Rivvex.

The Big PictureKey Terms