Adding an invoice
At the bottom of the Invoices table, there's a space to drop in a PDF of your invoice or you can press to manually add a new invoice line to the table.
Filling in the details
Each invoice is it's own row and each row is expandable.
In the parent row you can record:
Invoice #: Your invoice number.
Description: A short note on what the invoice covers.
Date Sent: The date you sent the invoice.
Date Due: The date payment is due. RiffleCM uses this to flag overdue invoices.
Gross Amount: The full amount of the invoice before retainage.
Retained: The amount held back as retainage. When you enter a gross amount, RiffleCM fills this in for you using your retainage rate, and you can override it. The column header shows the rate being applied.
Net Amount Due: Gross minus retained. Calculated for you.
Received To-Date: A live roll-up of all recorded payments for this invoice.
Actions: Mark the invoice paid, add a note, or delete it.
Note: If you drop in a PDF, all invoice fields except Source and Received To-Date will be filled in automatically. If you manually add an invoice record, you will have to add this information yourself.
Note: If you don't have a Retainage % set in the Retainage Structure table, the system will not apply a Retained amount to your invoice and you will have to update it manually.
Recording a payment
When you expand the row you can record payments for that invoice and add or view documents you attached to the invoice record.
To record a payment, press Add a payment and then fill out:
Reference: Any check #, memo, or other reference number for the payment.
Payment Date: The date the payment was received.
Payment Amount: The full amount of the payment received.
There is no limit to how many payments you can record for an invoice. Once your recorded payments equal or exceed the Net Amount Due, that invoice will be marked Fully Paid and the invoice record will turn green.
Adding attachments
You can attach as many documents as you want to your invoice record, such as a copy of the invoice, copies of received payments, lien waivers, bond information, etc.
When you drop in a PDF to create a new invoice record, that attachment will be added as part of the record.
Related: Manage Project Billing
Related: What is "Billing Structure?"
Related: What is "Retainage Structure"?