Professional Invoicing

Invoice Creation

Creating Branded Invoices with Customizable Templates

Corcava provides comprehensive invoice creation capabilities for professional billing:

Invoice Creation Process:

Client Selection: Choose from team clients with currency and project information
Invoice Numbering: Automatic invoice number generation with customizable prefixes
Item Management: Add multiple line items with descriptions, quantities, and pricing
Tax and Discount Configuration: Apply discounts and multiple tax rates
Date Management: Set issue dates and due dates with timezone support

Invoice Creation Features:

Automatic Numbering: Sequential invoice numbering with team-based or client-based sequences
Prefix Settings: Customizable invoice number prefixes through InvoicePrefixSettings
Client Integration: Direct integration with client records and associated projects
Currency Support: Automatic currency selection based on client preferences
Team Organization: Invoice creation scoped to team membership

Professional Invoice Elements:

Company Branding: Integration with team and company information
Client Information: Automatic population of client details and contact information
Project Association: Link invoices to specific projects and team members
Professional Layout: Clean, professional invoice layout and formatting
Customizable Content: Flexible invoice content with notes and custom fields

Invoice Configuration Options

Invoice creation includes comprehensive configuration options:

Invoice Settings:

Issue Date: Configurable invoice issue date with timezone support
Due Date: Flexible due date setting for payment terms
Currency Selection: Automatic currency selection based on client configuration
Tax Configuration: Support for multiple tax rates (tax1, tax2)
Discount Management: Percentage-based discount application

Team-Based Configuration:

Timezone Support: Automatic timezone conversion for dates
Team Isolation: Invoice creation isolated by team membership
User Attribution: Invoices attributed to creating user
Permission Control: Role-based permissions for invoice creation
Client Access: Access to team clients and associated projects

Invoice Management

Managing Invoice Status, Editing, and Organization

Invoices are managed through comprehensive status tracking and organization:

Invoice Status Management:

Draft Status: Initial invoice status allowing editing and modification
Sent Status: Invoices sent to clients with automatic status updates
Closed Status: Paid invoices automatically marked as closed
Cancelled Status: Cancelled invoices for tracking and organization
Open Status: Active invoices awaiting payment

Status Transition Management:

Automatic Status Updates: Status automatically updated based on actions
Send Transition: Draft invoices automatically marked as sent when emailed
Payment Transition: Invoices marked as closed when fully paid
Manual Status Control: Manual status updates for administrative control
Status Validation: Proper status validation and transition rules

Invoice Organization:

Team-Based Organization: Invoices organized by team with proper isolation
Client Grouping: Invoices grouped by client for easy management
Date-Based Sorting: Invoices sortable by issue date, due date, and creation date
Status Filtering: Filter invoices by status for workflow management
Search Capabilities: Search invoices by number, client, or amount

Invoice Editing and Updates

Invoice editing is controlled by status and permissions:

Edit Capabilities:

Draft Invoice Editing: Full editing capabilities for draft invoices
Status-Based Restrictions: Editing restrictions based on invoice status
Item Management: Add, edit, or remove invoice items and line items
Amount Recalculation: Automatic amount recalculation when items change
Client Updates: Update client information and associated details

Edit Restrictions:

Sent Invoice Limitations: Limited editing capabilities for sent invoices
Paid Invoice Protection: Protection against editing fully paid invoices
Permission Control: Role-based editing permissions and access control
Audit Trail: Change tracking and audit trail for invoice modifications
Data Integrity: Validation to maintain invoice data integrity

Invoice Activity Log

Complete Audit Trail for Every Invoice Change

Every invoice now includes a comprehensive activity log that tracks all modifications:

What Gets Tracked:

Status Changes: Draft to Sent, Sent to Closed, Cancelled, etc.
Payment Activity: New payments recorded, payment updates, payment deletions
Field Changes: Amount, issue date, due date, notes, discount, taxes
Line Item Changes: Items added, modified, or removed with full details

Viewing the Activity Log:

Open any invoice from the Invoice list
Scroll down to the "Activity Log" section below invoice details
See a timeline of all changes with user attribution and timestamps

Activity Log Features:

User Attribution: See exactly who made each change
Timestamps: Precise date and time for every modification
Change Details: View old and new values for modified fields
Smart Grouping: Related changes are grouped together for clarity
Expandable Details: Click "Show details" to see individual changes within a group

Invoice Editing Controls

Company Settings now include options to control invoice editing:

Settings Location: Settings > Company Settings > Invoice Settings

Available Controls:

Prevent Editing Client Invoices in SENT Status: When enabled, client invoices cannot be modified after being sent
Prevent Editing Team Invoices in SENT Status: When enabled, team/contractor invoices cannot be modified after being sent

These settings help teams maintain financial compliance and prevent accidental modifications to invoices already delivered to clients.

Invoice Items and Line Items

Managing Invoice Items, Quantities, and Pricing

Invoice items provide detailed billing breakdown:

Invoice Item Structure:

Item Name: Descriptive names for invoice items and services
Quantity Management: Flexible quantity tracking with time-based and unit-based options
Price Configuration: Individual pricing for each invoice item
Amount Calculation: Automatic amount calculation based on quantity and price
Item Organization: Multiple items per invoice with proper organization

Item Management Features:

Dynamic Item Addition: Add and remove items during invoice creation
Time-Based Quantities: Support for time-based quantities (hours:minutes:seconds)
Unit-Based Quantities: Support for standard unit-based quantities
Price Flexibility: Individual pricing per item with decimal precision
Automatic Calculations: Real-time calculation of item amounts and totals

Line Item Generation:

Time Tracking Integration: Generate line items from time tracking data
Project-Based Items: Create items based on project work and activities
Member-Based Items: Generate items based on team member work
Date Range Items: Create items for specific date ranges and periods
Automated Item Creation: Automated line item generation from tracked time

Invoice Calculations and Totals

Invoice calculations include comprehensive financial management:

Calculation Features:

Subtotal Calculation: Automatic subtotal calculation from all items
Discount Application: Percentage-based discount application before taxes
Tax Calculation: Multiple tax rate application (tax1, tax2)
Total Amount: Final total calculation including all adjustments
Precision Handling: Proper decimal precision for financial calculations

Financial Calculations:

Currency Conversion: Automatic currency conversion when needed
Exchange Rate Application: Real-time exchange rate application
Base Currency Conversion: Conversion to team base currency for reporting
Amount Tracking: Separate tracking of invoice amount and base currency amount
Outstanding Balance: Automatic calculation of outstanding amounts

Invoice Status Management

Draft, Sent, Closed, Cancelled, and Open Status Tracking

Invoice status management provides comprehensive workflow control:

Status Definitions:

Draft (0): Initial status allowing full editing and modification
Sent (1): Invoice sent to client, limited editing capabilities
Closed (2): Invoice fully paid and completed
Cancelled (3): Invoice cancelled and removed from active workflow
Open (4): Invoice active and awaiting payment

Status Management Features:

Automatic Transitions: Status automatically updated based on actions
Manual Updates: Administrative control for manual status updates
Status Validation: Proper validation of status transitions
Workflow Control: Status-based workflow and business logic
Status History: Tracking of status changes and transitions

Status-Based Functionality:

Edit Permissions: Editing capabilities based on current status
Email Capabilities: Email sending based on status requirements
Payment Processing: Payment processing based on status validation
Reporting Integration: Status-based reporting and analytics
Client Access: Client access control based on invoice status

Status Transition Rules

Status transitions follow business logic and validation:

Transition Rules:

Draft to Sent: Automatic transition when invoice is emailed to client
Sent to Closed: Automatic transition when payment is recorded
Manual Transitions: Administrative control for status updates
Validation Checks: Proper validation before status changes
Business Logic: Status transitions follow business workflow rules

Status Validation:

Edit Restrictions: Status-based editing restrictions and validation
Action Permissions: Action availability based on current status
Data Integrity: Status validation maintains data integrity
Workflow Enforcement: Status transitions enforce proper workflow
Error Prevention: Validation prevents invalid status changes

Invoice Numbering

Automated Invoice Numbering and Prefix Settings

Invoice numbering provides professional invoice identification:

Numbering System:

Sequential Numbering: Automatic sequential invoice numbering
Team-Based Sequences: Invoice numbering scoped to team
Client-Based Options: Optional client-specific numbering sequences
Prefix Support: Customizable invoice number prefixes
Start Number Configuration: Configurable starting numbers for sequences

Prefix Configuration:

Custom Prefixes: Team-configurable invoice number prefixes
Start Number Settings: Configurable starting numbers for new sequences
Prefix Management: Administrative control over prefix settings
Team Isolation: Prefix settings isolated by team
Professional Formatting: Professional invoice number formatting

Numbering Features:

Automatic Generation: Automatic number generation during invoice creation
Duplicate Prevention: Prevention of duplicate invoice numbers
Sequence Integrity: Maintenance of proper numbering sequences
Professional Appearance: Professional invoice number formatting
Search Integration: Invoice number integration with search capabilities

Professional Invoice Formatting

Professional formatting ensures business-ready invoices:

Formatting Features:

Professional Layout: Clean, professional invoice layout and design
Company Branding: Integration with company information and branding
Client Information: Proper client information display and formatting
Item Organization: Clear organization of invoice items and totals
Financial Formatting: Proper formatting of amounts and currencies

PDF Generation:

PDF Export: Professional PDF generation for invoice delivery
Print-Ready Format: Print-ready invoice formatting and layout
Branded Design: Consistent branding across all invoice formats
Client-Ready Output: Professional output suitable for client delivery
Download Capabilities: Easy PDF download for record keeping

Email Integration:

Email Delivery: Professional email delivery to clients
Email Templates: Branded email templates for invoice delivery
Attachment Support: PDF invoice attachment in email delivery
Multiple Recipients: Support for multiple email recipients
Delivery Tracking: Email delivery tracking and confirmation