How work moves through Rytmia

Work in Rytmia travels a fixed path. Every step takes what the previous one produced and adds to it, so nothing has to be re-entered and nothing gets lost between the office and the field.

The path has six steps:

1. Quote — the client accepts or declines.
2. Order — accepted work becomes a one-time visit or a recurring schedule.
3. Scheduling — work shifts are staffed with people and equipment.
4. Field work — the coworker checks in, follows the checklist, reports problems, checks out.
5. Review — the office checks what happened before anything is billed.
6. Billing — reviewed shifts are grouped into batches and exported as draft invoice data.

1. Quote

You create a quote under Quotes and send it to a client contact by SMS. The client opens a secure link and accepts or declines.

While a quote is out, the order is locked — nobody can quietly change what the client is looking at. When the client accepts, the order activates and its shifts are generated automatically.

You do not have to send a quote. If the deal is already closed over the phone, activate the order directly and the quote step is simply skipped.

2. Order

An order is the commercial agreement: which client, which service location, which services, and at what price. It comes in two shapes.

A one-time order produces a single dated work shift.

A recurring order carries a schedule — every Tuesday morning, the first weekday of the month — and that schedule materializes dated work shifts ahead of time. The order keeps existing as the plan; each shift is one executable visit.

That difference matters later. Moving or cancelling a single shift touches that visit only; the order keeps its schedule and future visits are unaffected.

3. Scheduling

Generated shifts land unstaffed. Scheduling is a grid of resources against time: coworkers and equipment down the side, days or hours across the top.

A rail beside the grid, Needs scheduling, is the working list. It separates shifts that are entirely Unscheduled from those that are Incomplete — staffed, but not up to the number of people the service requires. It also surfaces shifts where somebody dropped out and a replacement is needed.

When you assign a resource, Rytmia checks it first. Warnings tell you something is worth knowing. Blocking conflicts stop the assignment unless you give a written reason to proceed. Some conflicts cannot be overridden at all.

On a recurring order you choose the reach of an assignment: this occurrence staffs one visit, while until further notice puts the resource on this and every future visit in the series.

4. Field work

Once a shift is staffed, it appears for the coworker in the mobile app with the address, access details, and the tasks to be done.

On site the coworker checks in — the check-in records the location at that moment — works through the checklist, reports any deviation with a photo and a description, and checks out when finished.

The checklist is not written per visit. It is assembled from the service’s own checklist, plus anything the client or the service location adds on top, minus anything excluded for that client. The coworker sees the finished list.

5. Review

Completed shifts arrive in Review. This is the gate: the office reads the attendance times, the checklist answers and the deviations, decides on any credits or surcharges, and marks the shift ready.

Nothing reaches billing without passing through here, and an unresolved deviation holds the shift back until somebody decides what to do about it.

6. Billing

Under Billing you pick shifts that are ready for billing and group them into batches — per client, per location, or per order. A batch is confirmed, which locks its lines, and then exported to your invoicing system as draft invoice data.

Rytmia prepares the invoice. It does not issue it: the finished invoice is created and sent from your invoicing system.

Reading it backwards

The path is easier to trust from the other end. An invoice line points to a batch. The batch points to the shifts on it. Each shift points to who was there, when they checked in, what they answered on the checklist, and what went wrong. That shift points to the order, and the order to the quote the client accepted.

Every step keeps its link to the one before it. That is the whole idea.