Managed workflows for the paperwork around the money.
Ridgeway builds and operates invoice intake, receipt capture, approvals, reconciliation flags, follow-up, and cash reporting. Your team retains authority over payments and consequential exceptions.
Configured around your real finance process.Money decisions stay with a person.You own your data. Always.
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01 / The problem
Chasing money feels awkward, so it gets skipped.
Receivables age because nobody likes writing that email. Receipts pile up in a shoebox — digital or literal — until tax season. And the owner learns the real cash position at month-end, which is exactly too late.
Where the hours go
Chasing overdue invoices — or avoiding the chase
Coding receipts and bills by hand
Matching deposits to invoices, line by line
Hunting vendor documents at year-end
What it actually costs
An unchased invoice is an interest-free loan you’re making to your slowest payers. The work of collecting it isn’t hard — it’s relentless. And relentless is what systems are for.
Judgment about money stays human. The chasing, coding, and matching doesn’t have to be.
02 / The patterns
What we build for the books.
Each example shows a trigger, what the system does, and the control or exception path. Read-only and routine preparation can run automatically; money movement and consequential exceptions keep the authorization your team defines.
Mapping the process before choosing a provider? Read how to automate invoice processing safely. This page describes the managed workflows Ridgeway can build and operate.
01
Invoice chase
Trigger
An invoice crosses its due date.
The system
Drafts a polite chase in your voice, escalates tone on your schedule, and logs every touch in the books.
Control
Approved reminder cadences can send automatically; disputes and unusual balances route to the account owner.
02
Invoice creation from job data
Trigger
A job is marked complete.
The system
Drafts the invoice from job data — line items, terms, the right contact — in your accounting system.
Control
Invoice preparation can run automatically; release follows the billing authority defined in the workflow.
03
Bill & receipt capture
Trigger
A receipt or vendor bill arrives — inbox, photo, or portal.
The system
Extracts it, codes it to your chart of accounts, and attaches the source document.
Control
High-confidence rules can post; uncertain coding queues for review with the source attached.
04
Payment matching
Trigger
A deposit lands.
The system
Matches it against open invoices and flags anything that doesn’t line up.
Control
Exact matches can clear automatically; mismatches route for resolution.
05
PO & job-cost tracking
Trigger
A purchase order is issued, or a cost hits a job.
The system
Logs it against the budget line and flags overruns early — not at closeout.
Control
Existing approved mapping rules can run; new or conflicting categories require review.
06
Weekly cash brief
Trigger
Monday morning.
The system
Summarizes receivables, payables, and cash position in plain English.
Control
Read-only. Every variance links back to the source record.
07
Expense policy check
Trigger
An expense is submitted.
The system
Checks it against your written rules and passes the clean ones through.
Control
Only exceptions escalate, with the rule and supporting records attached.
08
Vendor document chase
Trigger
A vendor is missing a W-9 or a certificate of insurance.
The system
Chases on a schedule until the document is in the file.
Control
Escalations and payment authority stay with the people named in the workflow.
Nobody starts a business to chase invoices. The system does the chasing.Money movement stays explicitly authorized. And the awkward part stops being yours.
03 / Before & after
What the same task looks like operated.
illustrative — your audit maps your real numbers
Chasing one overdue invoice
Before~20 min of somebody’s day
After~2 min to review + approve
Coding a week of receipts
Before~90 min by hand
After~10 min of exceptions
Knowing your cash position
Before~3 hrs to assemble at month-end
After~5 min to read, every Monday
These are illustrations of the pattern, not measurements of your office. The audit produces the real numbers — that’s the point of it.
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