Operations  ·  2 pages  ·  PDF  ·  May 2026

ReVireo AR Operations — Summary Overview

The full 12-process sequence mapped across four phases — Community Setup, Recurring Billing, Payment Receipt, and Collections and Reporting — with trigger, systems, output, and responsibility for each process. Use this as your reference for today’s discussion and for independent review after the meeting.

Start-Up Invoicing

A one-time flat-rate setup invoice issued when a new contract is signed, before recurring billing begins. Creates a new customer or sub-customer in QuickBooks. Triggered by a Salesforce task from the sales team.

PM Contract Review

ReVireo's project manager verifies that what the builder loaded into the Builder's Portal matches Salesforce. Where mismatches exist, the original signed contract determines which system is correct.

Energy Modeling Invoicing

As energy modeling work is completed per lot, invoices are generated from the Monday.com billing board using the fee schedule in Salesforce. Each lot is checked in QuickBooks before a new invoice is created.

Inspection Invoicing

The highest-volume recurring process. Completed inspections flow from Monday.com through a conversion pipeline into QuickBooks weekly. Input and output counts are verified and unmatched items are investigated.

Reinspections + EPO

When an inspection fails, a reinspection is scheduled and billed. Reinspection rows are separated from the standard batch and processed in parallel. Toll Brothers reinspections are submitted to the Builder's Portal.

Airtable Process

Certain builders require invoices to be logged in Airtable with EPO details before payment can be authorized through their portal. This step runs in parallel with QuickBooks and both records must stay in sync. This process applies specifically to Toll Brothers.

Project & Estimate Creation

When a new project opportunity is won, the ReVireo project manager creates the project and estimate in QuickBooks from Salesforce data. Every service line and fee is mapped from the signed proposal. This estimate is the billing foundation for all future progress invoices.

Estimate to Invoice

Active estimate reviewed in QuickBooks. Scope verified against Salesforce. Billable percentage assessed per service line. Progress invoice created from estimate and sent to the customer.

EFT Payment Receiving

Production builder payments arrive via Supply Pro (Toll Brothers and Lennar) and email (Pulte). Each remittance is matched line-by-line to open QuickBooks invoices. Missing invoices are investigated and created before the bank deposit is completed.

Non-Portal Client Collections

Outstanding invoices for check and non-portal clients are tracked weekly. A master collections report on Box is updated with new payments and escalations. A Thursday meeting with project managers drives resolution of aged items.

Portal Client Collection Reporting

A two-tab weekly report distributed every Monday to production builders and project managers. One tab covers Airtable and non-Supply Pro items. The second lists open Supply Pro invoices by builder with specific action items assigned.