Once tickets are reviewed, the back office checks them (QC), locks what it invoices, and assembles the client package from the exports. Open ADMS records what work is worth and locks what was invoiced; it moves no money and generates no invoice.
The ledger
Section titled “The ledger”Billings → Ledger shows every transaction line: the ticket and line, its date, the pay item, quantity, rate and amount, the prime (and the sub that did the work), the contract and rule, the ticket’s status, QC mark and lock, and its mileage. Filter by workflow, pay item, prime, invoice batch or lock. The ledger is always the current truth: it is regenerated when a ticket changes, never reversed.
Billings → QC and invoice lock. Pick tickets and set the QC status:
QC Review → QC Approved | QC Issues | QC Void- QC is set on the completed load or haul-out (a split is one), never on a single field event; unit rate tickets, forms and certifications are QC’d on their own.
- A QC mark never changes the record or reruns anything.
- It takes the QC permission.
The invoice lock and batches
Section titled “The invoice lock and batches”“Invoicing” means the back office checked a set of tickets and locked them as invoiced. There is no invoice record.
- Only a whole,
COMPLETED, QC Approved ticket locks. QC Review, QC Issues and QC Void all block the lock, and each ticket that can’t lock says why. - Locked tickets may be grouped in a named invoice batch, such as “Bayline ROW, week of 12 Oct”: a name and its tickets, no amounts, reportable by name.
- While a lock stands, nothing on the ticket changes, and a rate or rule change never touches it. An unlock takes its own permission and a note, and is audited.
The audit trail
Section titled “The audit trail”Billings → Audit trail shows every change on the project: what was made, changed or removed, the fields before and after, who, from where, and why. It is read-only: the audit log is append-only, and no one can edit it.
Reports and exports
Section titled “Reports and exports”- Reports and Forms → Reports: what the project moved, in debris totals, never costs, by period, workflow, debris type, site or contractor; the daily report as a PDF and an email summary to paste.
- Reports and Forms → Exports, photo PDFs and receipts: tickets, transactions (the ledger), certifications and the audit history as CSV, Excel-compatible or JSON, filtered by workflow, prime or invoice batch; photo PDFs of tickets, certifications or incidents, several to a page or one to a page with its receipt; and the receipt batch.
Each file is made when you ask for it; nothing of it is kept.
The client package
Section titled “The client package”The client package is the deliverable: the project’s final tickets with their photographs and receipts, its transactions and its other records. The back office assembles it by hand from the exports and zips it. The system doesn’t generate it.
Closing the project
Section titled “Closing the project”Billings → Close the project marks it closed; it can be reopened. A project is closed, never deleted, and any ledger row still traces to its field events, certification, photographs, GPS and every audited change, years later.