RiffleCM Is Now All-in-One: From Bid Invite to Final Payment

Every sub knows where the margin goes. It leaks in the handoffs. The estimate lives in one place, the buyout happens over email, the change order sits in a spreadsheet, and the invoice chase runs on memory. Each gap is small. Together they cost real money on every job.

That is the problem we built RiffleCM to close, and today the platform covers the whole job. Win the work. Run the work. Keep the margin.

RiffleCM is now an all-in-one platform for commercial specialty subs, from the first bid invite to final payment. Two modules carry it: Sales & CRM for everything before the win, and the new Project Management Suite for everything after. Here is what shipped.

A price book for the whole company

The new Catalog holds your materials, vendors, and manufacturers in one place. Every item carries multi-vendor pricing with 12 months of price history, bundled labor and freight, spec sheets, O&M docs, and warranties. Import your existing list by CSV and favorite the items your estimators reach for most.

The Catalog is wired straight into the Estimate Builder. Pull materials in with typeahead, get flagged when a price has gone stale, and promote a one-off line into the Catalog with one press so the next estimator never rebuilds it.

A plan that builds itself

Win the job and Plan & Track assembles the action item list for you. Submittals, material orders, receiving, and closeouts are auto-filled as deliverable groups, each item linked back to its source record, with owners inherited from the group owner. Nothing depends on someone remembering to write it down.

Costs you can see while the job is running

Cost Tracking shows planned versus actual by group, in both dollars and percentages, with the budget auto-populated from your estimate. Adjusted Contract Value rolls up approved billable change orders live, so the number on screen is the real number. Drop a PDF invoice onto a group and the line items are added for you.

Change orders that stop absorbing your profit

The CO Builder prices change orders from the Catalog with live gross profit and margin, escalation, tax, versioning, and a branded PDF you can send the same day. Statuses run from Pending through Approved with automatic date stamps, and your accountant is notified the moment a billable CO is approved.

Two features here earn their keep on the first job. If work is completed without an approval, RiffleCM flags it and points at the exact line item, and the flag clears when the approval lands. And Recovery Rate shows how much approved CO value you passed through versus absorbed. Most subs have never seen that number. It stings the first time.

Buyout that closes the loop

The PO Builder starts from your estimate with lines pre-grouped by vendor, an Orphaned Items sidebar so nothing slips, need-ordered-remaining tracking per line, and a PO PDF on your letterhead. KPI cards show total budgeted, committed to date, and the difference.

Then the loop closes: every PO writes the actual paid price back into the Catalog's price history and sets the default vendor. Your next estimate starts from what you actually paid, not what you hoped to pay.

Receiving logs are auto-created for every PO. Fill in what arrived and where, watch quantity remaining calculate itself, and mark received per line or for the whole order.

Submittals without the spreadsheet

The submittal log builds itself from your estimate: a group per section, an item per material line with part number, description, and vendor. Add the GC's submittal ID, due dates, and lead times, bulk-update as things move, and watch groups turn green as they are approved. Approved groups flow into Plan & Track automatically.

Getting paid

Billing tracks payments per invoice with Received To-Date calculated for you, lien waivers and docs attached where they belong, and a Source field tying every invoice to the original contract or specific change orders. "Up Next for Billing" reminds you what to bill next, and when an invoice goes overdue, a pre-written chase email is ready to send to the right contact.

One home for every document

Photos and docs attach to activity records from the first bid invite forward, and anything added anywhere in the platform auto-files to a central Documents Hub with a real folder structure.

Pricing

Pro is $40 per seat billed annually, or $50 per seat monthly. Every feature above is included.

RiffleCM was built by subs, for subs. If you run commercial specialty work and you are tired of watching margin disappear between tools, come see the whole platform.