RHACOVA documentation
Help Center
How to use RHACOVA. For the economics behind the numbers, see the Knowledge Hub and Methodology.
Getting started
- What should I set up first?Your account, your company and the shortest path to a first proposal.
- Company settings, region and languagesCountry, currency, units and time zone for the company; language for each person and each document.
- What is Your Numbers?Your company's own cost values, reused across estimates.
- CRM and Follow-upsTrack opportunities, real contact attempts and next steps without confusing sales outcomes with finance.
Estimates & pricing
- How do I create an estimate?Build line items, choose a pricing method and review Profit Guard.
- How do I review and use price evidence?Keep the source of a price next to the line, and apply it only when you choose to.
- How do I import an estimate?Bring in an existing spreadsheet or PDF and review it before anything is created.
- Markup vs margin in RHACOVABoth are supported; they are not the same percentage.
- What does Profit Guard mean?Checks on your estimate before it goes to a customer.
Proposals
- How do I turn an estimate into a proposal?Create, choose what the customer sees, finalize and share.
- How does proposal acceptance work?Simple acceptance by the customer, or recorded by you. Not an e-signature.
- How do proposal revisions work?Change a finalized or accepted proposal by creating a new revision.
Jobs & costs
- How do I create a job?From a finalized or accepted proposal, or directly from an estimate. The job freezes a baseline.
- Estimate vs actual, committed costs and projected profitHow a job tracks real costs against its baseline.
- How do change orders affect the job?Approved change orders adjust expected revenue and cost.
- Job Command Center: costs, forecasts and profitRead where a job stands and keep its costs, commitments and forecast current.
- Create and publish a Project UpdateTurn selected field records into a reviewed client update, then publish a frozen version.
- Share updates and understand client responsesSend the private link yourself, control expiry and revocation, and read the client's response.
- Consolidated period reports and PDFsPrepare weekly, monthly or custom-period reports, finalize them and download PDFs.
- Daily logs, photos and crew hoursRecord what happened on site. Field records never change costs, forecasts or profit.
- How do I post employee hours as job costs?Review recorded employee hours and explicitly turn them into labor job costs.
- Stages, progress verification and formal closeoutTrack reported and verified progress, then preserve a final result with a formal closeout.
- Scheduling and SharingPlan dates and resources, confirm shifts and share only the client-safe schedule.
Suppliers
Finance
- Turn on Finance and understand its permissionsActivate Managerial Finance, grant access person by person and keep it separate from job costs.
- Receivables and payablesRecord what customers owe and what you owe, with due dates, and link bills to job costs you already recorded.
- Cash accounts, receipts, payments and reversalsRecord money in and out, move money between your accounts and correct mistakes with reversals.
- Bank statement import and reconciliationImport a CSV or OFX statement, match each line to a recorded movement and handle duplicates.
- Projected cash flowSee recorded cash plus what is scheduled to come in and go out, by due date.
- Managerial results and P&LRead recognized revenue and expenses by economic date, and understand when a result is only provisional.
- Financial reports and exportsFilter receivables, payables, cash and P&L reports and download complete CSV or PDF files.
- Financial insights and the finance advisorReview rule-based alerts and ask optional AI questions about the finance data you can see.
Team, billing & data
- Trial, Solo and Team plans14-day free trial, then Solo (1 user) or Team (up to 3 users).
- How do I invite a team member?Owners and admins can invite by email, within the plan's seats.
- Who can do what: roles and permissionsWhat owners, admins and members can do, and which permissions the owner grants separately.
- How do I export my RHACOVA data?Download a ZIP of spreadsheet-ready files, even after your trial ends.
- Manage your subscription, cancellation and trial expiryWhere to subscribe, change plan or cancel, and what happens when a trial or subscription ends.
- Download documents, reports and filesWhere each PDF and CSV download lives, and what a download does not do.
Notifications & support
Frequently asked questions
- Is the trial free? Do I need a credit card?
- One 14-day free trial is available per person, starting when you create your first eligible company workspace. No credit card is required; creating another company does not restart the trial. Saving a Solo or Team preference does not subscribe you, store a card, schedule a payment or shorten the trial. If the owner explicitly completes a paid subscription before the trial ends, billing starts immediately and the unused free days do not carry over. An unpaid trial never turns into a paid subscription automatically.
- What's the difference between Solo and Team?
- Same complete product. Solo is 1 user; Team is up to 3 users.
- Will I lose my data if my trial ends?
- When the trial ends without a paid subscription, company data stays accessible, but creating and editing records is restricted. Owners and admins can still use the available business-data export; saving a preferred plan does not restore editing.
- Can I export my data?
- The ZIP contains CSV files for available business records, such as estimates, items, proposals, acceptances, jobs, costs, forecasts and suppliers, plus available frozen proposal snapshots in JSON and a README explaining the files. Empty datasets are omitted. The ZIP does not include every module: managerial finance records, billing documents, daily logs, stages, photos and original uploaded files are not included. Support messages, AI records, audit history and records held by external providers are also outside this export. Export works on read-only companies too. It is not a complete account backup and cannot be restored into RHACOVA. Large exports may require support. Individual documents and supported reports have separate downloads on their own pages; they are not included as downloaded files in this ZIP. For a personal-data access request or information outside the ZIP, use Contact us or in-app help. Identity verification may be required.
- Does RHACOVA provide electronic signatures?
- No. Customers can accept a proposal through its link by confirming their name, and you can record acceptances received another way. This is an acceptance record, not a legal e-signature.
- Can I change an accepted proposal?
- Not directly. Create a revision; when it's finalized, the older version is marked superseded and the history keeps both.
- Does RHACOVA calculate markup or margin?
- Both. Price by markup, target margin or a final price, and RHACOVA shows the resulting markup and margin.
- Does RHACOVA use AI?
- Yes. Core calculations, Profit Guard checks and rule-based Home alerts remain deterministic: they follow fixed, explainable rules. Optional AI assistance can analyze estimates, proposals, supplier quotes and jobs, answer contextual questions, assist with managerial finance where permitted, and suggest summaries for client updates and period reports. Review suggestions yourself; AI does not set prices, approve financial decisions, publish or send for you. New requests share per-user and per-company limits across AI features over a rolling 24-hour period. Cached analyses do not count as new requests; admitted attempts can count even if generation fails. Limits are configurable safeguards, not unlimited use or a guaranteed quota. Access depends on permissions and service availability.
Need help?
Can't find the answer? Send a message to the RHACOVA team. Contact us
We typically respond within 24 hours.