From 67fbbfd161c7459d54a841642205b716edab3f0e Mon Sep 17 00:00:00 2001
From: "gpt-engineer-app[bot]"
 <159125892+gpt-engineer-app[bot]@users.noreply.github.com>
Date: Sun, 19 Apr 2026 22:02:06 +0000
Subject: [PATCH] Changes

Co-authored-by: renee-png <262607627+renee-png@users.noreply.github.com>
---
 src/routes/settings.import.tsx | 51 ++++++++++++++++++++--------------
 1 file changed, 30 insertions(+), 21 deletions(-)

diff --git a/src/routes/settings.import.tsx b/src/routes/settings.import.tsx
index 68908fb..d0af9ae 100644
--- a/src/routes/settings.import.tsx
+++ b/src/routes/settings.import.tsx
@@ -1020,40 +1020,44 @@ 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 +1066,7 @@ 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 +1102,7 @@ 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 +1116,20 @@ 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);
       }