Business setup
BusinessProfile, Clients, Items, SalesTaxRates. Business identities, classifications and reviewed defaults provide stable references for prices and customer documents.
- BusinessProfile
- Clients
- Items
- SalesTaxRates
Data model
See the records and references behind the product.
17 tables · 28 relationships
How the model is organised
Billing documents
Estimates, EstimateLines, Invoices, InvoiceLines. Documents preserve dates, amounts, customer decisions and issued versions. Detail records retain their owning document and cannot move across unrelated estimates or invoices.
- Estimates
- EstimateLines
- Invoices
- InvoiceLines
Recurring work and receipts
RecurringSchedules, RecurringScheduleLines, PaymentLinks, Payments, Reminders, Expenses, TimeEntries. Schedules retain each billing occurrence, billable work remains reserved once, and verified receipts explain the collectible invoice balance.
- RecurringSchedules
- RecurringScheduleLines
- PaymentLinks
- Payments
- Reminders
- Expenses
- TimeEntries
Reporting and evidence
TaxForms1099Sent, AuditEvents. Reviewed outgoing-payment workpapers remain separate from customer receipts. Immutable audit events explain protected changes and external acknowledgments.
- TaxForms1099Sent
- AuditEvents
Keys and references
Preserve canonical record identifiers, source-system identifiers and the workspace or legal-entity scope. A readable name is not a unique identity. Validate every referenced record before saving a transaction. Derived monetary fields are server-computed; imports cannot bypass that calculation or change issued history.
Migration order
-
Confirm scope
Ends with: Agree entities, currencies, responsible people and imported opening positions.
-
Load masters
Ends with: Resolve duplicate identities and reviewed policy defaults.
-
Load documents
Ends with: Preserve source references, line ownership and supporting files.
-
Reconcile history
Ends with: Compare balances and outcomes before enabling automated work.
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Verify access
Ends with: Test permitted and denied actions using actual assigned roles.
Tables
17 tables
BusinessProfileSingle-row configuration for the small business itself. Carriesmaster
| Field | Type | Required | Details |
|---|---|---|---|
BusinessName | text | yes | Legal or DBA name shown on every Invoice |
LogoURL | text | Shown at top of invoice PDF | |
FederalTaxID | text | yes | EIN or SSN — masked except Owner / Admin |
BusinessType | select | yes | SoleProprietor, LLC, SCorp, CCorp, Partnership, Other |
StreetAddress | text | yes | |
City | text | yes | |
StateUS | text | yes | Two-letter US state code |
ZipCode | text | yes | |
Phone | text | ||
Email | text | yes | Default From address on invoice email |
Website | text | ||
BankName | text | ||
BankRoutingNumber | text | US — ABA — masked except Owner / Admin | |
BankAccountNumber | text | Masked except Owner / Admin | |
StripeAccountID | text | When connected to Stripe | |
SquareAccountID | text | When connected to Square | |
DefaultPaymentTermsDays | number | yes | e.g. 0, 7, 14, 30 |
DefaultLateFeePercent | number | Optional flat fee percent applied via reminder | |
InvoiceNumberPrefix | text | e.g. INV — concatenated with sequence |
ClientsThe customer record — kept light. Email is the natural key formaster
| Field | Type | Required | Details |
|---|---|---|---|
ClientNumber | text | yes | |
Name | text | yes | |
ContactPersonName | text | When Client is a company | |
Email | text | yes | Natural key — also the invoice send-to address |
Phone | text | ||
BillingStreet | text | ||
BillingCity | text | ||
BillingStateUS | text | Two-letter US state — drives sales-tax auto-calc | |
BillingZipCode | text | Drives sales-tax auto-calc | |
DefaultPaymentTermsDays | number | Overrides BusinessProfile default when set | |
Notes | text | Free-text scratchpad | |
YTDPaidAmount | decimal | Reviewed outgoing contractor-payment snapshot imported from accounting; never derived from incoming Payments | |
Issue1099 | boolean | Marks an externally reviewed payee workpaper requirement; not customer-income reporting | |
Active | boolean | yes |
ItemsReusable line-item catalog. Items can be services (priced permaster
| Field | Type | Required | Details |
|---|---|---|---|
ItemNumber | text | yes | |
Name | text | yes | Shown on the invoice line |
Description | text | Optional longer description | |
DefaultRate | decimal | yes | |
DefaultUnit | select | yes | Hour, Day, Each, Project |
IsService | boolean | yes | True for service / time-based, false for goods |
IsTaxable | boolean | yes | Drives sales-tax auto-calc on the line |
Active | boolean | yes |
SalesTaxRatesUS sales-tax rate per state plus optional ZIP override. Refreshedmaster
| Field | Type | Required | Details |
|---|---|---|---|
StateUS | text | yes | Two-letter state code |
ZipCode | text | Null = state default rate | |
RateName | text | yes | e.g. "CA Sales Tax", "CA — San Francisco" |
TotalRate | number | yes | Fractional combined state + local rate, e.g. 0.0875 means 8.75 percent; reject percent-form 8.75 as an invalid fraction |
StateRate | number | ||
LocalRate | number | ||
EffectiveFrom | date | yes | |
EffectiveTo | date | ||
Source | select | yes | TaxJar, Avalara, Manual |
Active | boolean | yes |
EstimatesPre-invoice quote sent to a Client. Draft is sent as a sealed document revision. Sent may become Viewed; Sent or Viewed may become Approved, Declined or Expired. Only Approved can become Converted. Declined, Expired and Converted are terminal for that offer. An accepted offer stays Approved after its response deadline; it does not expire while waiting for conversion. Conversion copies the accepted snapshot into exactly one invoice. Changed terms after acceptance require a new linked estimate and a new customer decision.transaction
| Field | Type | Required | Details |
|---|---|---|---|
EstimateNumber | text | yes | |
Client | reference | yes | → Clients |
IssueDate | date | yes | |
ExpiryDate | date | Response deadline; expiry applies only while Status is Sent or Viewed | |
Subtotal | decimal | yes | fx: SUM(EstimateLines.LineSubtotal) |
TaxTotal | decimal | yes | fx: SUM(EstimateLines.LineTax) |
Total | decimal | yes | fx: Subtotal + TaxTotal |
Status | select | yes | Draft, Sent, Viewed, Approved, Declined, Converted, Expired |
SentAt | date | ||
ViewedAt | date | Stamped by tracking pixel on first email open | |
ApprovedAt | datetime | Server timestamp of the evidenced acceptance; null before acceptance | |
ConvertedToInvoice | reference | → Invoices (set when converted) | |
Notes | text | Public notes — appear on the estimate PDF | |
InternalMemo | text | Private — not on the PDF | |
SupersedesEstimate | reference | → Estimates; new offer replacing prior terms without rewriting its decision | |
SentRevision | number | Server revision bound to the current sealed offer and recipient token | |
SentSnapshot | text | Sealed document values, line tax inputs, client, terms, currency and PDF identity at send | |
AcceptedRevision | number | Exact SentRevision accepted; set only by a valid customer decision | |
AcceptedSnapshot | text | Immutable copy of the accepted SentSnapshot; conversion uses it without recalculation | |
DecisionSource | select | SignedRecipient, OfflineRecorded | |
DecisionActor | text | Verified recipient identity or authorized staff principal recording the evidenced decision | |
DecisionEvidence | attachment | Required retained customer evidence for OfflineRecorded acceptance or decline | |
RecipientTokenHash | text | Hashed single-document token bound to client, SentRevision and permitted decision | |
TokenExpiresAt | datetime | Recipient decision token expiry; never revives an expired offer |
EstimateLinesPer-line detail on an Estimate. Snapshot item description, rate, taxable decision and the resolved fractional tax rate at line creation. Draft changes recalculate under the reviewed inputs; sending seals those values with the document. Later catalogue or tax-rate edits cannot recalculate a sent or accepted offer. Line item of Estimates.line item
| Field | Type | Required | Details |
|---|---|---|---|
Estimate | reference | yes | → Estimates |
Sequence | number | yes | Render order |
Item | reference | → Items (null when ad-hoc line) | |
Description | text | yes | Snapshot from Item.Name + Item.Description, editable |
Quantity | number | yes | |
Unit | select | yes | Hour, Day, Each, Project |
Rate | decimal | yes | |
LineSubtotal | decimal | yes | fx: Quantity * Rate |
TaxRate | reference | → SalesTaxRates (resolved from Client billing state + ZIP) | |
LineTax | decimal | yes | fx: LineSubtotal * TaxRateSnapshot when TaxableSnapshot else 0; use configured currency rounding |
LineTotal | decimal | yes | fx: LineSubtotal + LineTax |
TaxableSnapshot | boolean | yes | Reviewed taxable decision copied from the item or explicitly set for an ad-hoc line |
TaxRateSnapshot | decimal | yes | Fractional rate snapshot: 0.10 means ten percent; zero when not taxable |
TaxRuleVersion | text | yes | Reviewed source/effective rule identity used for the rate and taxable decision |
InvoicesThe bill the Client owes. Draft becomes Sent after validation and sealing; the first permitted view may mark an unpaid Sent document Viewed. Recognized receipts derive PartialPaid or Paid from the issued balance. An unpaid Sent, Viewed or PartialPaid invoice becomes Overdue only after its due date. Paid never becomes Overdue merely as time passes. An evidenced refund or reversal can reopen a positive balance into PartialPaid or Overdue. An authorized void produces terminal Voided; viewing, reminders or delayed callbacks cannot undo it.transaction
| Field | Type | Required | Details |
|---|---|---|---|
InvoiceNumber | text | yes | Auto-numbered with BusinessProfile.InvoiceNumberPrefix |
Client | reference | yes | → Clients |
FromEstimate | reference | → Estimates (set when converted) | |
FromRecurringSchedule | reference | → RecurringSchedules (set when generated) | |
IssueDate | date | yes | |
DueDate | date | yes | IssueDate + Client.DefaultPaymentTermsDays (or BusinessProfile default) |
Subtotal | decimal | yes | fx: SUM(InvoiceLines.LineTotal) − SUM(InvoiceLines.LineTax) |
TaxTotal | decimal | yes | fx: SUM(InvoiceLines.LineTax) |
Total | decimal | yes | fx: Subtotal + TaxTotal |
AmountPaid | decimal | yes | Server computed: confirmed cleared gross receipts minus confirmed refunds; exclude pending, failed and disputed amounts |
AmountDue | decimal | yes | Server computed: issued Total less recognized net receipts; retain overpayments separately |
Status | select | yes | Draft, Sent, Viewed, PartialPaid, Paid, Overdue, Voided |
SentAt | date | ||
ViewedAt | date | ||
PaidAt | date | Stamped when AmountDue reaches 0 | |
RenderedPDFURL | text | Frozen PDF snapshot at Send | |
LineSnapshot | text | Frozen JSON of lines at Send for audit | |
PublicNotes | text | Shown on the invoice PDF | |
InternalMemo | text | Private | |
CreatedBy | text | yes | Server-resolved staff principal; immutable creator |
InvoiceLinesPer-line detail on an Invoice. Snapshots Item info at line Line item of Invoices.line item
| Field | Type | Required | Details |
|---|---|---|---|
Invoice | reference | yes | → Invoices |
Sequence | number | yes | Render order |
Item | reference | → Items (null when ad-hoc) | |
Description | text | yes | Snapshot from Item, editable |
Quantity | number | yes | |
Unit | select | yes | Hour, Day, Each, Project |
Rate | decimal | yes | |
LineSubtotal | decimal | yes | fx: Quantity * Rate |
TaxRate | reference | → SalesTaxRates | |
LineTax | decimal | yes | fx: LineSubtotal * TaxRateSnapshot when TaxableSnapshot else 0; use configured currency rounding |
LineTotal | decimal | yes | fx: LineSubtotal + LineTax |
FromExpense | reference | → Expenses (set when line was rebilled from a billable Expense) | |
FromTimeEntry | reference | → TimeEntries (set when line was rebilled from a billable TimeEntry) | |
TaxableSnapshot | boolean | yes | Reviewed taxable decision copied from the item or explicitly set for an ad-hoc line |
TaxRateSnapshot | decimal | yes | Fractional rate snapshot: 0.10 means ten percent; zero when not taxable |
TaxRuleVersion | text | yes | Reviewed source/effective rule identity used for the rate and taxable decision |
RecurringSchedulesAuto-generates an Invoice on a fixed cadence. Thetransaction
| Field | Type | Required | Details |
|---|---|---|---|
ScheduleNumber | text | yes | |
Client | reference | yes | → Clients |
Name | text | yes | e.g. "Monthly Retainer — Acme Co" |
Frequency | select | yes | Weekly, BiWeekly, Monthly, Quarterly, Annual |
StartDate | date | yes | |
EndDate | date | Null = open-ended | |
NextRunDate | date | yes | Next IssueDate to materialize |
OccurrencesRemaining | number | Optional — null = unlimited | |
AutoSend | boolean | yes | If true, fires invoice-send-via-email on generation |
AutoChargeOnFile | boolean | If true, attempts a charge against the saved card on file via Stripe | |
Status | select | yes | Active, Paused, Ended, Cancelled |
LastRunAt | date | ||
LastInvoice | reference | → Invoices (most-recent generated) |
RecurringScheduleLinesPer-line template detail on a RecurringSchedule. The Line item of RecurringSchedules.line item
| Field | Type | Required | Details |
|---|---|---|---|
Schedule | reference | yes | → RecurringSchedules |
Sequence | number | yes | |
Item | reference | yes | → Items |
Description | text | ||
Quantity | number | yes | |
UnitPrice | decimal | yes | |
TaxRate | number |
PaymentLinksTokenized checkout URL per Invoice, generated by thetransaction
| Field | Type | Required | Details |
|---|---|---|---|
Invoice | reference | yes | → Invoices |
Provider | select | yes | Stripe, Square |
TokenizedURL | text | yes | Hosted checkout URL — embedded in invoice email |
ProcessorSessionID | text | Returned by Stripe / Square for webhook correlation | |
AmountAtCreation | decimal | yes | Snapshot of Invoice.AmountDue at link creation |
ExpiresAt | date | ||
Status | select | yes | Active, Used, Expired, Cancelled |
CreatedAt | date | yes | |
UsedAt | date | Stamped when a successful Payment lands |
PaymentsRecords of money received against an Invoice. Webhook-fed fortransaction
| Field | Type | Required | Details |
|---|---|---|---|
PaymentNumber | text | yes | |
Invoice | reference | yes | → Invoices |
Client | reference | yes | → Clients (snapshot from Invoice) |
Method | select | yes | Card, ACH, Check, Cash, Other |
Amount | decimal | yes | |
ReceivedAt | date | yes | |
ProcessorRef | text | Stripe / Square charge ID — null for Check / Cash | |
ProcessorFee | decimal | Stripe / Square fee — for net-deposit reconciliation | |
NetDeposit | decimal | fx: Amount − ProcessorFee | |
Status | select | yes | Pending, Cleared, Refunded, Disputed, Failed |
RefundedAmount | decimal | ||
Memo | text | e.g. check number for Method = Check |
RemindersScheduled and sent late-payment reminders against an Invoice.transaction
| Field | Type | Required | Details |
|---|---|---|---|
Invoice | reference | yes | → Invoices |
ReminderType | select | yes | DueSoon, OverdueDay7, OverdueDay14, OverdueDay30, Manual |
ScheduledAt | date | yes | |
SentAt | date | Null while pending | |
Status | select | yes | Scheduled, Sent, Skipped, Cancelled |
SkipReason | select | InvoicePaid, InvoiceVoided, ManualSkip | |
Channel | select | yes | |
MessageBody | text | Snapshot of the rendered reminder text |
ExpensesLightweight expense capture — a vendor, an amount, a category,transaction
| Field | Type | Required | Details |
|---|---|---|---|
ExpenseNumber | text | yes | |
ExpenseDate | date | yes | |
Vendor | text | yes | |
Category | select | yes | Travel, Meals, Software, Supplies, Equipment, Mileage, Subcontractor, Other |
Amount | decimal | yes | |
ReceiptPhotoURL | text | Phone-snapped photo | |
BillableToClient | boolean | yes | |
Client | reference | → Clients (required when BillableToClient = true) | |
MarkupPercent | number | Optional rebill markup | |
Status | select | yes | Recorded, Billed, NotBillable |
BilledOnInvoice | reference | → Invoices (set when this Expense was added to an Invoice) | |
Notes | text |
TimeEntriesLightweight billable hours capture. When `Billable = true` andtransaction
| Field | Type | Required | Details |
|---|---|---|---|
EntryNumber | text | yes | |
WorkDate | date | yes | |
Client | reference | → Clients (required when Billable = true) | |
Item | reference | → Items (used to default Rate and Description) | |
Description | text | yes | |
Hours | number | yes | |
Rate | decimal | Defaults from Item.DefaultRate when Item set | |
Amount | decimal | fx: Hours * Rate | |
Billable | boolean | yes | |
Status | select | yes | Recorded, Billed, NotBillable |
BilledOnInvoice | reference | → Invoices |
TaxForms1099SentYear-end 1099-MISC forms issued by the user (the small business)transaction
| Field | Type | Required | Details |
|---|---|---|---|
FormNumber | text | yes | |
TaxYear | number | yes | |
Client | reference | yes | → Clients (the contractor receiving the 1099) |
FormType | select | yes | 1099-MISC, 1099-NEC |
RecipientName | text | yes | Snapshot from Client.Name |
RecipientTaxID | text | Contractor's EIN or SSN — collected via W-9 intake outside this app | |
RecipientAddress | text | yes | Snapshot from Client billing address |
AmountReportable | decimal | yes | Reviewed outgoing-payment amount from accounting; never an incoming invoice-payment rollup |
FederalThreshold | decimal | yes | Snapshot of the IRS threshold used |
Status | select | yes | Draft, Issued, Filed, Corrected, Voided |
GeneratedAt | date | ||
IssuedToRecipientAt | date | ||
FiledWithIRSAt | date | ||
FormPDFURL | text | Frozen 1099 PDF | |
EFileConfirmation | text | Returned by IRS filing partner | |
SourceEvidence | attachment | yes | Verified outgoing-payments reconciliation and current form-type review |
RuleVersion | text | yes | Effective filing-year rule decision and source reference |
AuditEventsAppend-only business decisions, denied operations and completed effects.transaction
| Field | Type | Required | Details |
|---|---|---|---|
AuditNumber | text | yes | Immutable event identifier |
WorkspaceId | text | yes | Server-resolved tenant scope |
RecordType | text | yes | |
RecordId | text | yes | |
Action | text | yes | |
ActorPrincipal | text | yes | Authenticated actor or verified external document identity |
OccurredAt | datetime | yes | Server timestamp |
OperationKey | text | yes | Stable command identity |
ResultRevision | number | yes | Resulting version or unchanged revision for rejected operations |
Status | select | yes | Succeeded, Rejected, Failed |
Details | longtext | Redacted reason and before/after references; no secrets |