Quick answer
Use this guide to understand billing, prepare the right records, and complete the workflow in 5 clear steps.
Start here
What this guide helps you do
- You invoice clients from approved time entries and service events.
- You need contract-aware rate logic with overtime and premium rules.
- You need reconciliation between operations, invoices, and payments.
Access
Before you start
What you can view or change depends on your Arcova role. If a button or page in this guide is missing, ask an account administrator to check your access.
- Billing admins manage rates and invoice approval.
- Operations supervisors approve source time entries before billing.
- Finance roles reconcile payment transactions and adjustments.
Know the pieces
What Arcova keeps track of
These are the records you will see in this area. You do not need to memorize them—use this list when a field or status is unfamiliar.
Rate Configuration
Derived from contract and post-level overrides.
- Information you will see
- Base rate, multiplier rules, effective dates.
- Statuses it can move through
- Draft, active, superseded.
Billable Entry
Generated from approved shift or service record.
- Information you will see
- Source reference, billable hours, applied rate.
- Statuses it can move through
- Pending, approved, invoiced, adjusted.
Invoice
Groups billable entries per customer and billing period.
- Information you will see
- Line items, taxes, due date, status timeline.
- Statuses it can move through
- Draft, sent, partially paid, paid, void.
Payment
Settles one or more invoice balances.
- Information you will see
- Amount, method, processor reference, received date.
- Statuses it can move through
- Pending, settled, failed, refunded.
Step by step
Follow the workflow
- 1
Map contract rates and adjustment rules to service records.
- 2
Generate billable entries from approved operational data.
- 3
Review and finalize invoice drafts by customer and period.
- 4
Send invoices and collect payments through configured channels.
- 5
Reconcile exceptions with adjustments and audit evidence.
Arcova in the background
What happens automatically
Arcova may update connected records, notify the right people, or check rules while you work.
Updates after a change
Other records that may change when you save or approve work.
- Invoice finalization can lock underlying billable entries.
- Rate updates affect only entries generated after effective date.
- Adjustments preserve original line history for audit.
Who gets notified
Messages Arcova may send during this workflow.
- Clients receive invoice sent and overdue reminders.
- Finance users receive payment failure notifications.
- Managers receive daily variance or reconciliation alerts.
Checks Arcova performs
Rules and safeguards that may run before an action is completed.
- Approved shifts can auto-generate billable entries.
- Scheduled jobs can batch-create monthly invoices.
- Payment webhooks can auto-settle invoice status.
See it in context
A practical example
Situation
Monthly invoice for Downtown Mall includes base and holiday rates.
- 1
Billing job collects approved shifts from January 1 to January 31.
- 2
Holiday shifts apply 1.5x multiplier from contract rules.
- 3
Manager reviews two disputed line items and adds credit adjustment.
- 4
Invoice is sent to client portal and email recipients.
- 5
ACH payment settles and invoice status moves to paid.
Expected result
Invoice reflects contract terms with full traceability from shift to payment.
Avoid rework
Common problems to check
- Unapproved time entries are excluded even if shifts are completed.
- Backdated rate changes can create reconciliation drift if not versioned carefully.
- Voiding an invoice does not delete payment records.
- Cross-tenant invoice access is restricted regardless of shared client names.
Could not find the answer?
Tell support what you were doing and where you got stuck.