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 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