Invoices

The Invoices module handles the full billing lifecycle — from creating an invoice through to payment reconciliation. Invoices can be paid manually or via Stripe online payments. Overdue and recurring invoices are managed automatically by scheduled cron jobs.

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Creating an Invoice

1. Navigate to Invoices in the left sidebar.
2. Click + New Invoice.
3. Fill in the invoice form:

Field	Required	Notes
Client	Yes	Select from existing client records
Invoice Number	Auto	Generated automatically; can be overridden
Issue Date	Yes	Defaults to today
Due Date	Yes	Payment deadline
Notes / Payment Terms	No	e.g. "Payment due within 30 days of issue"

1. Click Create Invoice to save the draft and open the line items editor.

Adding line items

Field	Required	Notes
Description	Yes	Service or deliverable name
Quantity	Yes	Number of units
Unit Price	Yes	Price per unit in display currency

The subtotal (subtotal_cents in the database) is calculated as the sum of all line item totals.

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Sending an Invoice

Once the invoice is ready:

1. Open the invoice.
2. Review all line items and the total.
3. Click Send Invoice.
4. Confirm the recipient email.
5. Click Send.

What happens:

• The invoice status changes from draft to sent.
• The client receives an email via Resend with a link to view the invoice in their portal.
• The invoice shows a Pay Now button if Stripe is configured.

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Marking an Invoice as Paid (Manual)

If a client pays by bank transfer, cheque, or another method outside Stripe:

1. Open the invoice.
2. Click Mark as Paid.
3. Optionally enter a payment reference or note.
4. Click Confirm.

The invoice status changes to paid and the payment date is recorded.

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Stripe Integration

When Stripe is configured (see Settings), clients can pay invoices online.

How it works

1. The client opens the invoice in their portal and clicks Pay Now.
2. They are redirected to a Stripe Checkout page for secure card payment.
3. On successful payment, Stripe sends a payment_intent.succeeded webhook to the CRM.
4. The webhook handler automatically marks the invoice as paid and records the payment timestamp.

Stripe webhook

The webhook endpoint is: /api/webhooks/stripe

The STRIPE_WEBHOOK_SECRET environment variable validates that events are genuinely from Stripe. This is configured in Vercel and does not require any manual setup.

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Overdue Invoices

The CRM runs a cron job daily at 02:00 UTC to identify overdue invoices.

What the cron does

1. Queries all invoices in sent status where due_date < today.
2. Updates their status to overdue.
3. Sends a reminder email to the client.
4. Sends an admin notification.

Manual overdue handling

If you want to flag an invoice as overdue before the cron runs:

1. Open the invoice.
2. Click the Actions menu.
3. Select Mark as Overdue.
4. Optionally send a manual reminder email from the same menu.

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Recurring Invoices

Invoices can be set to recur automatically at a defined interval. The cron runs daily at 03:00 UTC to generate due recurring invoices.

Setting up a recurring invoice

1. Create or open an invoice.
2. In the invoice settings, enable Recurring.
3. Select the interval:

Interval	Description
monthly	New invoice generated each month on the same date
quarterly	New invoice generated every 3 months
annual	New invoice generated once a year

1. Save the invoice.

How recurring invoices work

When the cron fires:

1. It identifies recurring invoices where the next generation date has passed.
2. It creates a new invoice with the same client, line items, and settings.
3. It sets the new invoice's issue date to today and calculates a new due date.
4. The new invoice is created in draft status — you must send it manually, or enable Auto-Send in the recurring settings.

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Downloading an Invoice PDF

1. Open the invoice.
2. Click Download PDF.
3. A PDF is generated with your company branding, client details, line items, and payment instructions.

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Invoice Statuses

Status	Meaning
draft	Created but not yet sent to the client
sent	Delivered to the client; payment not yet received
paid	Payment received (manual or Stripe)
overdue	Due date has passed without payment

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Related Pages

• Settings — Stripe Configuration
• Reports — Revenue Report
• Proposals — Convert to Invoice