Once you win a project and move it into Work in Progress, RiffleCM gives you a Billing tab inside that project. It is where you record and manage your invoices, watch what you have billed against what you have collected, and stay on top of anything overdue.

The Basics

The Billing tab lives inside an individual project, not in your account settings. You will find it in a Work In Progress project's tab bar between Cost Tracking and Purchase Orders.

Everything you enter saves as you go, so there is no save button on your invoices. As you add and update invoices, the summary cards and overdue list at the top update themselves.

Your Billing Summary Cards

At the top of the tab, five cards give you the money picture of the project at a glance:

Contract Value: The total value of your contract on this project, including any approved change orders. This flows in from your Cost Tracking tab, so the two always match.
Billed To-date: The total you have invoiced so far, added up across every invoice, plus the percentage of the contract that represents.
Collected To-date: The total you have actually been paid so far, and the percentage of the contract that has been paid.
Not Yet Billed: Your contract value minus what you have billed, in other words how much is still left to invoice. A negative number means you have billed more than the contract value.
Retainage Held To-date: The total being held back across all invoices, along with your retainage rate and a projected total by the time the project wraps up.

Retainage is the portion of each invoice the company you are billing holds back until the project is complete. RiffleCM applies your retainage rate across your invoices, and you can set that rate in the Retainage Structure card near the bottom of the tab.

Overdue Invoices and Reminders

Between your summary cards and the invoice table, a needs attention row keeps you on top of collections:

Overdue Invoices: A live list of any invoice that is both unpaid and past its due date. Each row shows the company, the invoice number, and how many days overdue it is. Press Send Follow-up to open a pre-written email to your billing contact in your own email program. Nothing is sent until you press send yourself.
Up Next for Billing: A couple of timely reminders, such as billing for approved change orders or keeping invoice statuses current. Each reminder includes a button that takes you straight to the right place to act on it.

Note: These cards only show up if there's something that needs attention. If you don't see them, you're up to date on all your billing actions.

Tracking Your Invoices

The heart of the tab is Invoices, a running table of every invoice on the project. Each invoice is one row, and every field is editable right in the table. Press a cell, type your change, and it saves automatically.

Marking an Invoice Paid

Press the green check in the Actions column to mark an invoice paid. RiffleCM fills in Received To-Date with the net amount due and tints the row green so paid invoices are easy to spot. Press it again to mark the invoice unpaid.

Tip: Keep each invoice's status accurate and up to date. Your summary cards and overdue list are only as reliable as the invoices behind them.

Billing and Retainage Structure

At the bottom of the tab, two cards hold the ground rules for how this project is billed. They start from your company's saved defaults, so you usually do not have to touch them.

Related: What is "Billing Structure?"

Tips

Add invoices as you send them so your Billed and Collected numbers stay current.
Let RiffleCM fill in the Retained amount for you, then only override it when a particular invoice is different.
Mark invoices paid as payments land, so your Overdue list only ever shows what truly needs chasing.
Use invoice notes to record follow-ups and explain any discrepancy, so the story is there when you review the project later.

Manage Project Billing