Invoice Generation

Invoices in Otesse are generated automatically when services are completed, but can also be created manually for custom charges.

Automatic Generation

The standard invoice flow:

1. Crew completes the service and checks out
2. System generates an invoice based on the booking configuration
3. Line items are populated from the cart (products, extras, adjustments)
4. Zone pricing rules are applied
5. Discounts (coupons, subscription) are applied
6. Tax is calculated based on the service address
7. Invoice is created with status "Pending"
8. If auto-send is enabled, the invoice is emailed to the customer
9. If auto-charge is enabled, payment is processed immediately

Manual Invoice Creation

For charges outside the normal booking flow:

1. Navigate to CRM > Invoices
2. Click Create Invoice
3. Select the customer
4. Add line items:

• Description
• Quantity
• Unit price
• Tax rate (defaults to zone rate)

1. Apply discounts if applicable
2. Set payment terms (due date)
3. Save as draft or send immediately

Line Items

Each invoice consists of one or more line items:

Field	Description
Description	What the charge is for
Quantity	Number of units
Unit Price	Price per unit
Tax Rate	Applicable tax percentage
Discount	Per-line discount (rare, usually applied at invoice level)
Total	Quantity x Unit Price - Discount + Tax

Invoice Statuses

Status	Meaning
Draft	Not yet sent to customer. Can be edited freely.
Pending	Sent to customer, awaiting payment
Paid	Payment received in full
Partially Paid	Some payment received, balance remaining
Overdue	Past the due date with balance remaining
Void	Cancelled — no payment expected

Invoice Numbering

Invoices are numbered sequentially using your configured prefix:

• Default format: INV-YYYY-NNNNN (e.g., INV-2026-00142)
• The prefix is configurable in Company Settings
• Numbers never reset and always increment
• Voided invoices retain their number (gaps indicate voids)

Adjustments

After a service, the crew or admin may need to adjust the invoice:

• Additional work — Extra items discovered or requested on-site
• Reduced scope — Part of the service could not be completed
• Credits — Goodwill credits for service issues

Adjustments are added as line items with clear descriptions so the customer understands the change.