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Invoice Generation

Instead of manually building invoices line-by-line, the system uses an automated consolidation approach.

Invoicing Dashboard

1. Generating Invoices (Create)​

You do not manually type out invoices. Instead, the system builds them for you.

  • The Monthly Run (Automated): On the 1st of every month at 06:00 AM, the system wakes up and looks at the previous month. It gathers all prorated Boarding Contracts and all the unbilled manual charges for each member, and sweeps them into a single consolidated Draft Invoice.
  • Issuing (Manual Confirmation): Draft invoices are invisible to clients. When you review the draft and click Issue Invoice, the system finalizes it. It permanently assigns a highly secure, gap-free Legal Invoice Number (e.g., INV-2026-001) and generates the PDF document.

2. Viewing Invoices (Read)​

In the Invoicing dashboard, you can view a list of all your invoices.

  • You can filter the list by status to see which invoices are Draft, Sent, Paid, or Overdue.
  • Clicking on an invoice lets you read all the line items, see the VAT breakdown, and download the actual PDF document.

3. Changing an Invoice (Update)​

  • Updating a Draft: While an invoice is still a Draft, you can edit it. You can manually add a last-minute discount line item, or change descriptions.
  • Updating Status (Mark as Paid): Once an invoice is Issued, its line items are locked for legal reasons. However, you can update its status. When a client transfers money to your bank account, you click the invoice and click Mark as Paid. (Note: Automatic reconciliation with bank feeds is awaiting implementation).

4. Removing an Invoice (Delete)​

  • Deleting Drafts: If the automated run made a mistake, you can simply click "Delete" on a Draft invoice. It vanishes safely, and all the line items go back into the unbilled ledger.
  • Issued Invoices Cannot Be Deleted: Once you click "Issue" and a legal number like INV-2026-001 is assigned, strict accounting rules prevent you from deleting it. If you made a mistake on an issued invoice, you must use a Credit Note (see next section).