Added billed flag & improved import

X-Lovable-Edit-ID: edt-e17f7fca-79fa-49e3-9e9e-59e45e0566e1
Co-authored-by: renee-png <262607627+renee-png@users.noreply.github.com>

src/integrations/supabase/types.ts

@@ -1497,6 +1497,7 @@ export type Database = {
         Row: {
           amount: number
           billable: boolean
+          billed: boolean
           case_id: string
           created_at: string
           description: string
@@ -1511,6 +1512,7 @@ export type Database = {
         Insert: {
           amount: number
           billable?: boolean
+          billed?: boolean
           case_id: string
           created_at?: string
           description: string
@@ -1525,6 +1527,7 @@ export type Database = {
         Update: {
           amount?: number
           billable?: boolean
+          billed?: boolean
           case_id?: string
           created_at?: string
           description?: string
@@ -2911,6 +2914,7 @@ export type Database = {
       time_entries: {
         Row: {
           billable: boolean
+          billed: boolean
           case_id: string
           created_at: string
           description: string
@@ -2925,6 +2929,7 @@ export type Database = {
         }
         Insert: {
           billable?: boolean
+          billed?: boolean
           case_id: string
           created_at?: string
           description: string
@@ -2939,6 +2944,7 @@ export type Database = {
         }
         Update: {
           billable?: boolean
+          billed?: boolean
           case_id?: string
           created_at?: string
           description?: string

src/routes/settings.import.tsx

@@ -433,7 +433,7 @@ const IMPORTERS: ImporterConfig[] = [
   {
     key: "time_entries",
     label: "Time entries → Time",
-    description: "Expected columns: Date, Case, Time, Rate, Flat rate, Total, Description, User, Case Name, Invoice, Nonbillable. Only rows matching an ACTIVE (non-archived, non-closed) case by case name/number are imported. Rows referencing missing, archived, or closed cases are skipped silently with a count.",
+    description: "Expected columns: Date, Case, Time, Rate, Total, Description, User, Invoice. If a row has an Invoice number, a draft invoice is auto-created (or matched) and the entry is added as a line item with billed=true. Rows without an Invoice number are saved as open charges (billed=false) ready to be invoiced. Only ACTIVE (non-archived, non-closed) cases are imported.",
     table: "time_entries",
     conflict: "external_id",
     required: ["case_id", "description", "hours"],
@@ -532,7 +532,7 @@ const IMPORTERS: ImporterConfig[] = [
   {
     key: "expenses",
     label: "Expenses → Expenses",
-    description: "Case-related expenses. Only rows matching an ACTIVE (non-archived, non-closed) case are imported. Rows referencing missing, archived, or closed cases are skipped silently with a count.",
+    description: "Case-related expenses. If the row has an Invoice number, a draft invoice is auto-created (or matched) and the expense is added as a line item with billed=true. Rows without an Invoice number stay as open charges (billed=false). Only ACTIVE (non-archived, non-closed) cases are imported.",
     table: "expenses",
     conflict: "external_id",
     required: ["case_id", "description", "amount"],
@@ -569,7 +569,7 @@ const IMPORTERS: ImporterConfig[] = [
   {
     key: "invoices",
     label: "Invoices → Invoices",
-    description: "Invoice headers (line items not imported). If the client isn't recognized, an archived client is auto-created. If the case isn't recognized, an archived placeholder case is auto-created so the reference is preserved.",
+    description: "Invoice headers. Matched against existing invoices by invoice number (preferred) or external ID — when a match exists, only header fields (status, dates, notes) are updated and totals are left intact (totals = sum of attached time/expense line items). Non-matching invoices are inserted as new. Import time entries and expenses FIRST so their invoices are auto-created as drafts; this CSV then promotes them to sent/paid/etc.",
     table: "invoices",
     conflict: "external_id",
     // Only invoice_number is strictly required at the row level. client_id is
@@ -853,6 +853,11 @@ function ImportPage() {
       "external_id",
       "created_by",
     ]);
+    // Allow internal columns we set in transforms but never read from CSV.
+    if (cfg.table === "time_entries" || cfg.table === "expenses") {
+      allowedTargets.add("billed");
+      allowedTargets.add("invoice_id");
+    }
     // Build header → db column map (only keep known targets)
     const headerMap: Record<string, string> = {};
     const unknownHeaders: string[] = [];
@@ -1020,40 +1025,44 @@ function ImportPage() {
         if (extId) ctx.caseByExt.set(String(extId), data.id);
         return data.id;
       };
-      // Look up an existing invoice by number for this client, or create a
-      // new "sent" invoice with that exact number to bucket imported items.
-      const invoiceByClientAndNumber = new Map<string, string>(); // `${clientId}::${number}` -> invoiceId
-      const ensureNamedInvoice = async (
-        clientId: string,
-        caseId: string,
+      // Look up an existing invoice by number (globally, not per-client) and
+      // create a draft invoice with status='draft' if none exists. Time/expense
+      // import drives invoice creation; the invoices CSV will later update
+      // header fields but never replace these auto-created draft invoices.
+      const invoiceByNumber = new Map<string, string>(); // invoice_number -> invoiceId
+      const ensureDraftInvoice = async (
         invoiceNumber: string,
+        clientId: string | null,
+        caseId: string | null,
       ): Promise<string | null> => {
-        const cacheKey = `${clientId}::${invoiceNumber}`;
-        const cached = invoiceByClientAndNumber.get(cacheKey);
+        const cached = invoiceByNumber.get(invoiceNumber);
         if (cached) return cached;
-        // First try existing invoice with this number for this client
         const { data: existing } = await supabase
           .from("invoices")
           .select("id")
-          .eq("client_id", clientId)
           .eq("invoice_number", invoiceNumber)
           .maybeSingle();
         if (existing?.id) {
-          invoiceByClientAndNumber.set(cacheKey, existing.id);
+          invoiceByNumber.set(invoiceNumber, existing.id);
           return existing.id;
         }
+        if (!clientId) {
+          // invoices.client_id is NOT NULL — fall back to "Imported (no client)"
+          clientId = await ensureArchivedClient("Imported (no client)", "imported-no-client");
+          if (!clientId) return null;
+        }
         const { data, error } = await supabase
           .from("invoices")
           .insert({
             client_id: clientId,
             case_id: caseId,
             invoice_number: invoiceNumber,
-            status: "sent",
+            status: "draft",
             issue_date: new Date().toISOString().slice(0, 10),
             subtotal: 0,
             tax: 0,
             total: 0,
-            notes: "Auto-created from import to hold items linked to this invoice number.",
+            notes: "Auto-created from time/expense import — header will be updated when invoices CSV is uploaded.",
             created_by: user.id,
           } as any)
           .select("id")
@@ -1062,7 +1071,7 @@ function ImportPage() {
           errors.push(`Auto-create invoice "${invoiceNumber}": ${error?.message ?? "unknown"}`);
           return null;
         }
-        invoiceByClientAndNumber.set(cacheKey, data.id);
+        invoiceByNumber.set(invoiceNumber, data.id);
         return data.id;
       };
 
@@ -1098,7 +1107,7 @@ function ImportPage() {
         delete row._caseext; delete row._casenum; delete row._casename;
         row.case_id = caseId;
 
-        // Look up client_id for the case to attach a placeholder voided invoice
+        // Look up client_id for the case so a draft invoice can be created
         if (!clientId) {
           clientId = caseClientCache.get(caseId) ?? null;
           if (!clientId) {
@@ -1112,15 +1121,20 @@ function ImportPage() {
           }
         }
 
-        // Link to a real invoice ONLY when the source row provided an
-        // invoice number. Otherwise leave invoice_id null so the user can
-        // bill these items normally later.
+        // If the source row gave an invoice number, ensure a draft invoice
+        // exists and link this row. Mark billed=true so it's tracked as
+        // already on an invoice. Otherwise leave invoice_id null and
+        // billed=false — these are open charges awaiting invoicing.
         const invNumber = row._invoice ? String(row._invoice).trim() : "";
         delete row._invoice;
-        if (invNumber && clientId && !row.invoice_id) {
-          const invId = await ensureNamedInvoice(clientId, caseId, invNumber);
-          if (invId) row.invoice_id = invId;
+        if (invNumber && !row.invoice_id) {
+          const invId = await ensureDraftInvoice(invNumber, clientId, caseId);
+          if (invId) {
+            row.invoice_id = invId;
+            row.billed = true;
+          }
         }
+        if (row.billed == null) row.billed = !!row.invoice_id;
 
         resolved.push(row);
       }
@@ -1257,6 +1271,89 @@ function ImportPage() {
     const chunkSize = 200;
     let inserted = 0;
     const inserted_rows: Row[] = [];
+
+    // INVOICES: special merge — match existing invoices by invoice_number
+    // (preferred) or external_id and UPDATE only header fields. Subtotal,
+    // total, tax, and amount_paid are left alone so totals stay = sum of
+    // line items already attached from the time/expense imports.
+    if (cfg.table === "invoices" && mapped.length > 0) {
+      const numbers = mapped.map((r) => String(r.invoice_number ?? "")).filter(Boolean);
+      const externalIds = mapped.map((r) => String(r.external_id ?? "")).filter(Boolean);
+      const byNumber = new Map<string, string>();
+      const byExt = new Map<string, string>();
+      for (let k = 0; k < numbers.length; k += 500) {
+        const slice = numbers.slice(k, k + 500);
+        const { data } = await supabase
+          .from("invoices")
+          .select("id, invoice_number")
+          .in("invoice_number", slice);
+        for (const row of (data ?? []) as { id: string; invoice_number: string }[]) {
+          byNumber.set(row.invoice_number, row.id);
+        }
+      }
+      for (let k = 0; k < externalIds.length; k += 500) {
+        const slice = externalIds.slice(k, k + 500);
+        const { data } = await supabase
+          .from("invoices")
+          .select("id, external_id")
+          .in("external_id", slice);
+        for (const row of (data ?? []) as { id: string; external_id: string }[]) {
+          byExt.set(row.external_id, row.id);
+        }
+      }
+
+      const HEADER_FIELDS = [
+        "status", "issue_date", "due_date", "notes",
+        "client_id", "case_id", "external_id", "invoice_number",
+      ] as const;
+      const toUpdateInv: Array<{ id: string; payload: Row }> = [];
+      const toInsertInv: Row[] = [];
+      for (const r of mapped) {
+        const num = r.invoice_number ? String(r.invoice_number) : "";
+        const ext = r.external_id ? String(r.external_id) : "";
+        const matchId = (num && byNumber.get(num)) || (ext && byExt.get(ext)) || null;
+        if (matchId) {
+          const payload: Row = {};
+          for (const f of HEADER_FIELDS) {
+            if (r[f] != null && r[f] !== "") payload[f] = r[f];
+          }
+          toUpdateInv.push({ id: matchId, payload });
+        } else {
+          toInsertInv.push(r);
+        }
+      }
+
+      for (let k = 0; k < toUpdateInv.length; k += 50) {
+        const slice = toUpdateInv.slice(k, k + 50);
+        const results = await Promise.all(
+          slice.map(({ id, payload }) =>
+            supabase.from("invoices").update(payload as any).eq("id", id).select("*").single(),
+          ),
+        );
+        for (const result of results) {
+          if (result.error) {
+            errors.push(`Invoice merge update: ${result.error.message}`);
+          } else if (result.data) {
+            inserted += 1;
+            inserted_rows.push(result.data as Row);
+          }
+        }
+      }
+
+      for (let k = 0; k < toInsertInv.length; k += chunkSize) {
+        const slice = toInsertInv.slice(k, k + chunkSize);
+        const { data, error } = await supabase.from("invoices").insert(slice as any).select("*");
+        if (error) errors.push(`Invoice merge insert: ${error.message}`);
+        else if (data) {
+          inserted += data.length;
+          inserted_rows.push(...(data as Row[]));
+        }
+      }
+
+      // Skip the generic chunk loop below for invoices.
+      mapped.length = 0;
+    }
+
     for (let i = 0; i < mapped.length; i += chunkSize) {
       const chunk = mapped.slice(i, i + chunkSize);
       // Filter out rows missing the conflict column for upsert; insert plain
@@ -1360,6 +1457,71 @@ function ImportPage() {
 
     if (cfg.postInsert) cfg.postInsert(inserted_rows, ctx);
 
+    // For time/expense imports: create invoice_line_items for any inserted
+    // row that was attached to an invoice (billed=true), then recompute the
+    // affected invoices' subtotal/total = sum of all their lines.
+    if ((cfg.table === "time_entries" || cfg.table === "expenses") && inserted_rows.length > 0) {
+      type LinkedRow = Row & { id: string; invoice_id: string; case_id: string };
+      const linked = inserted_rows.filter(
+        (r) => r.invoice_id && r.id && r.case_id,
+      ) as LinkedRow[];
+      if (linked.length > 0) {
+        const lineItems = linked.map((r) => {
+          if (cfg.table === "time_entries") {
+            const qty = Number(r.hours ?? 0);
+            const rate = Number(r.hourly_rate ?? 0);
+            return {
+              invoice_id: r.invoice_id,
+              case_id: r.case_id,
+              kind: "time",
+              description: String(r.description ?? "Time entry"),
+              work_date: r.work_date ?? null,
+              quantity: qty,
+              rate,
+              amount: +(qty * rate).toFixed(2),
+              time_entry_id: r.id,
+              user_id: r.user_id ?? null,
+            };
+          }
+          const amt = Number(r.amount ?? 0);
+          return {
+            invoice_id: r.invoice_id,
+            case_id: r.case_id,
+            kind: "expense",
+            description: String(r.description ?? "Expense"),
+            work_date: r.expense_date ?? null,
+            quantity: 1,
+            rate: amt,
+            amount: amt,
+            expense_id: r.id,
+            user_id: r.user_id ?? null,
+          };
+        });
+        for (let i = 0; i < lineItems.length; i += 500) {
+          const slice = lineItems.slice(i, i + 500);
+          const { error: liErr } = await supabase
+            .from("invoice_line_items")
+            .insert(slice as any);
+          if (liErr) errors.push(`Line items (batch ${i / 500 + 1}): ${liErr.message}`);
+        }
+        const invoiceIds = Array.from(new Set(linked.map((r) => r.invoice_id)));
+        for (const invId of invoiceIds) {
+          const { data: lines } = await supabase
+            .from("invoice_line_items")
+            .select("amount")
+            .eq("invoice_id", invId);
+          const subtotal = (lines ?? []).reduce(
+            (s, l) => s + Number((l as { amount: number }).amount ?? 0),
+            0,
+          );
+          await supabase
+            .from("invoices")
+            .update({ subtotal, total: subtotal } as any)
+            .eq("id", invId);
+        }
+      }
+    }
+
     // Mirror imported "client" contacts into the clients table so they appear on the Clients page.
     let mirrored = 0;
     if (cfg.key === "contacts" && contactGroup === "client" && inserted_rows.length > 0) {

supabase/migrations/20260419220129_9fa525a9-b364-4866-bd89-d4d1da029d08.sql

@@ -0,0 +1,8 @@
+ALTER TABLE public.time_entries
+  ADD COLUMN IF NOT EXISTS billed boolean NOT NULL DEFAULT false;
+
+ALTER TABLE public.expenses
+  ADD COLUMN IF NOT EXISTS billed boolean NOT NULL DEFAULT false;
+
+UPDATE public.time_entries SET billed = true WHERE invoice_id IS NOT NULL AND billed = false;
+UPDATE public.expenses     SET billed = true WHERE invoice_id IS NOT NULL AND billed = false;