📄️ Overview
Workforce & Business Ops is the group of modules that handle the business side of running a department or company: billing customers, keeping certifications current, sending crews and apparatus out under contract or mutual aid and getting paid for it, recovering costs from Cal OES, and knowing what your people and resources actually cost. Fire departments use it for cost recovery and mutual-aid reimbursement, private ambulance and fire-protection companies for invoicing, wildland and security contractors for bids, contracts and daily time reports, and any employer for certification tracking.
📄️ Invoicing
Invoicing bills the people and organizations you serve: a business for a hazmat clean-up, a facility for standby coverage, a municipality for contracted fire protection, an event organizer for medical cover, a client site for security hours. You keep a billing profile per customer, a rate card of what you charge, create invoices whose lines can be generated from the calls you ran, send them as PDF, record payments (or let the customer pay online) and watch the accounts-receivable aging.
📄️ Online Payments
Online payments let a customer pay an invoice with a card, wallet or US bank debit from a link on the invoice — without you handling card numbers. The money goes to your department's own Stripe account: Resgrid never holds the funds, takes no fee and cannot issue refunds. You connect the account once, and every invoice can then carry a Pay online link.
📄️ Certifications
Certifications tracks every credential your department relies on — firefighter and officer certifications, EMT / paramedic registry and state licences, CPR cards, NWCG red cards, guard cards, CDLs and DOT medical certificates for people; pump tests, aerial certifications, DOT inspections, registration, insurance and ambulance permits for units — with expiry dates, verification, continuing-education credits and role requirements that can warn or even remove a member from a role when a mandatory certification lapses.
📄️ Deployment Finance
A deployment is the money-and-time record of the units, personnel and equipment you sent somewhere: a strike team on a wildland assignment, an engine under contract at a film shoot, a crew loaned through EMAC, a medical team at a festival. It carries the roster, one daily time report (DTR) per day, expenses with receipts, files and a manifest, and it feeds — depending on its finance mode — nothing more than the record, a Cal OES MARS claim, or a customer invoice through Contractor Billing.
📄️ Rate Schedules
A rate schedule is a contractor's rate table: what a firefighter with a given certification, a 4-person versus an 8-person crew, an engine, a water tender or a chainsaw earns per band — standby, deployment, overtime 1, overtime 2, daily tiers, out-of-province per diems, mileage — plus the billing policy (rounding, minimums, overtime basis, travel caps) the contractor billing engine applies to every daily time report. It is the contract-work counterpart of the simple per-call rate card.
📄️ Contracts & Compliance
A service contract fixes, for one customer, the rate schedule, discount, payment terms, where invoices are submitted and which documents the customer expects at each stage — so every bid, deployment and invoice under it inherits the same rules. Compliance documents are your own certificate of insurance, workers' compensation clearance, SAM registration, business licence, CAGE code, tax registration and bonds, kept with expiry alerts so a contract requirement is satisfied automatically and the right papers ride along in the invoice packet.
📄️ Bids & Deployment Wizard
A bid is a priced estimate for a customer — an engine and crew for a 10-day fire assignment, four guards for a festival weekend, an ALS unit on standby for a race. Its lines snapshot rates from the customer's rate schedule, it goes out as a PDF, and when the customer accepts, Schedule deployment call runs the deployment wizard that creates the call, the deployment and the roster in one step — seats checked against certifications and other deployments.
📄️ Contractor Billing
Contractor billing turns the approved daily time reports of a billable deployment into a customer invoice: one line per billing day per person, unit and equipment item, priced from the rate schedule bands, with premiums, per diems, mileage and billable expenses, the contract's discount and the customer's tax — plus a packet (invoice PDF, time-report PDFs, receipts, compliance documents) ready for the agency's accounts-payable inbox.
📄️ Cal OES MARS
California fire agencies that respond under the California Fire Assistance Agreement (CFAA) are reimbursed through Cal OES's Mutual Aid Reimbursement System (MARS): an annual Salary Survey, Administrative Rate and Attachment A submission, an F-5 resource inventory, then an F-42 and expense claim per resource order, an invoice Cal OES generates, and a payment from the paying entity. This module prepares all of it from the deployment's roster, daily time reports and expenses, checks it against the portal's rules, and gives you a side-by-side handoff view to type into MARS.
📄️ Workforce
Workforce is where a department that is also an employer keeps what its people cost: the employer identity and establishments (physical locations), workers with their employment periods and job assignments, compensation profiles (base pay, differentials, employer costs), work entries (hours per day from payroll, deployments and calls) and annual pay facts (W-2 earnings, hours, weeks). It feeds Field Costing (what a bid, call or deployment really costs), the Cal OES MARS Salary Survey, and Pay Data Reporting.
📄️ Field Costing
Field costing answers "what did that job actually cost us?" — and, for a bid, "what will it cost?" A cost run adds up personnel (from Workforce compensation profiles and the hours on time reports or work entries), resources (from resource cost profiles and usage readings — depreciation, fuel, maintenance, tires, insurance), consumables, expenses and overhead into a total loaded cost, sets it against the revenue you observed (a bid's estimate, a customer invoice, a Cal OES expected / approved / paid amount) and shows the contribution margin and break-even revenue.
📄️ Pay Data Reporting (California)
California employers with 100 or more employees (or 100 or more workers hired through labor contractors) must file an annual pay data report with the Civil Rights Department (CRD) under Government Code §12999: employee counts and pay bands by job category, race/ethnicity and sex, per establishment. This module prepares the Payroll Employee and Labor Contractor Employee reports from your Workforce data and each member's voluntary self-identification, validates them against the reviewed CRD template, and exports the CSV / XLSX files and a portal worksheet. You file in the CRD portal yourself.