Professional Invoicing

Invoice Creation #

Creating Branded Invoices with Customizable Templates #

Corcava provides comprehensive invoice creation capabilities for professional billing:

Invoice Creation Process:

1. Client Selection: Choose from team clients with currency and project information 2. Invoice Numbering: Automatic invoice number generation with customizable prefixes 3. Item Management: Add multiple line items with descriptions, quantities, and pricing 4. Tax and Discount Configuration: Apply discounts and multiple tax rates 5. 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