The tables behind Invoicing & Billing System

The customer record — kept light. Email is the natural key for dedupe. Carries a default payment term that overrides the business default at invoice creation time.

Reusable line-item catalog. Items can be services (priced per hour / day / project) or tangible goods (priced per each). IsTaxable controls whether sales tax is added at invoice line time.

Pre-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.

Per-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.

The 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 partial paid or Paid from the issued balance. An unpaid Sent, Viewed or partial paid 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 partial paid or Overdue. An authorized void produces terminal Voided; viewing, reminders or delayed callbacks cannot undo it. Generated by direct user create, by estimate-converts-to-invoice, or by recurring-invoice-generation on the RecurringSchedules cadence. The rendered invoice PDF and the line-snapshot are frozen on Send. Line snapshot is a sealed JSON snapshot frozen at Status: Sent — never edited; for the live editable line set see invoice lines.

Per-line detail on an Invoice. Snapshots Item info at line creation. Carries the tax-rate resolution and the optional billable-source link to an Expense or time entry that this line came from.

The customer record — kept light. Email is the natural key for dedupe. Carries a default payment term that overrides the business default at invoice creation time.

Reusable line-item catalog. Items can be services (priced per hour / day / project) or tangible goods (priced per each). IsTaxable controls whether sales tax is added at invoice line time.

US sales-tax rate per state plus optional ZIP override. Refreshed from a rate-data provider (tax jar / Avalara rate-only). The sales-tax-auto-calc workflow resolves the rate from the Client’s billing state + ZIP at line creation. This is rate auto-fill only — no nexus tracking, no marketplace facilitator logic, no filing; the user is responsible for filing.

Auto-generates an Invoice on a fixed cadence. The recurring-invoice-generation workflow runs nightly, sees NextRunDate <= today, instantiates a new Invoice by copying the child RecurringScheduleLines rows into fresh InvoiceLines, advances NextRunDate, and (if AutoSend = true) fires invoice-send-via-email.

Per-line template detail on a recurring schedule. The recurring-invoice-generation workflow reads these rows nightly and copies each into a fresh InvoiceLines row on the generated Invoice (re-resolving tax rate from the current Client billing state + ZIP).

The 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 partial paid or Paid from the issued balance. An unpaid Sent, Viewed or partial paid 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 partial paid or Overdue. An authorized void produces terminal Voided; viewing, reminders or delayed callbacks cannot undo it. Generated by direct user create, by estimate-converts-to-invoice, or by recurring-invoice-generation on the RecurringSchedules cadence. The rendered invoice PDF and the line-snapshot are frozen on Send. Line snapshot is a sealed JSON snapshot frozen at Status: Sent — never edited; for the live editable line set see invoice lines.

Per-line detail on an Invoice. Snapshots Item info at line creation. Carries the tax-rate resolution and the optional billable-source link to an Expense or time entry that this line came from.

Records of money received against an Invoice. Webhook-fed for Stripe / Square; manually entered for Check, Cash, and Other. Carries the processor reference and the processor fee so the net deposit reconciles to the bank.

Tokenized checkout URL per Invoice, generated by the payment-link-creation workflow on Invoices.Status = Sent. The Client clicks this from the invoice email and lands on a Stripe / Square hosted checkout that supports ACH and Card.

The 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 partial paid or Paid from the issued balance. An unpaid Sent, Viewed or partial paid 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 partial paid or Overdue. An authorized void produces terminal Voided; viewing, reminders or delayed callbacks cannot undo it. Generated by direct user create, by estimate-converts-to-invoice, or by recurring-invoice-generation on the RecurringSchedules cadence. The rendered invoice PDF and the line-snapshot are frozen on Send. Line snapshot is a sealed JSON snapshot frozen at Status: Sent — never edited; for the live editable line set see invoice lines.

Single-row configuration for the small business itself. Carries the legal name, logo, federal tax ID (used on 1099 forms), and the bank account that payouts land in. Only the Owner / Admin can edit; FederalTaxID and BankAccountNumber are masked to all other roles.

Lightweight expense capture — a vendor, an amount, a category, and a snapped receipt photo. When BillableToClient is true and a Client is set, the Expense becomes available to add as a line on the next Invoice for that Client.

Lightweight billable hours capture. When Billable = true and a Client is set, the time entry becomes available to add as a line on the next Invoice for that Client at the entry’s Rate.

Per-line detail on an Invoice. Snapshots Item info at line creation. Carries the tax-rate resolution and the optional billable-source link to an Expense or time entry that this line came from.

The 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 partial paid or Paid from the issued balance. An unpaid Sent, Viewed or partial paid 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 partial paid or Overdue. An authorized void produces terminal Voided; viewing, reminders or delayed callbacks cannot undo it. Generated by direct user create, by estimate-converts-to-invoice, or by recurring-invoice-generation on the RecurringSchedules cadence. The rendered invoice PDF and the line-snapshot are frozen on Send. Line snapshot is a sealed JSON snapshot frozen at Status: Sent — never edited; for the live editable line set see invoice lines.

The customer record — kept light. Email is the natural key for dedupe. Carries a default payment term that overrides the business default at invoice creation time.

Reusable line-item catalog. Items can be services (priced per hour / day / project) or tangible goods (priced per each). IsTaxable controls whether sales tax is added at invoice line time.

Scheduled and sent late-payment reminders against an Invoice. The late-payment-reminder workflow seeds the four standard rows on Invoices.Status = Sent (Day 1 before due, Day 7 / 14 / 30 after due) and sends each at its scheduled time unless the Invoice is already Paid or Voided.

The 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 partial paid or Paid from the issued balance. An unpaid Sent, Viewed or partial paid 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 partial paid or Overdue. An authorized void produces terminal Voided; viewing, reminders or delayed callbacks cannot undo it. Generated by direct user create, by estimate-converts-to-invoice, or by recurring-invoice-generation on the RecurringSchedules cadence. The rendered invoice PDF and the line-snapshot are frozen on Send. Line snapshot is a sealed JSON snapshot frozen at Status: Sent — never edited; for the live editable line set see invoice lines.

Records of money received against an Invoice. Webhook-fed for Stripe / Square; manually entered for Check, Cash, and Other. Carries the processor reference and the processor fee so the net deposit reconciles to the bank.

Year-end 1099-MISC forms issued by the user (the small business) to Clients (typically contractor / vendor clients) the user paid above the IRS reporting threshold during the calendar year. The year-end-1099-misc-generation workflow runs in late January, identifies eligible Clients (Issue1099 = true AND YTDPaidAmount > Threshold for the closed tax year), generates one row per Client per tax year, and queues e-file via the IRS filing partner. Note: this is the user issuing 1099-MISC outbound to their own contractors — the reverse direction of a 1099-NEC the user receives from clients of theirs.

The customer record — kept light. Email is the natural key for dedupe. Carries a default payment term that overrides the business default at invoice creation time.

Append-only business decisions, denied operations and completed effects.