Changes

Co-authored-by: renee-png <262607627+renee-png@users.noreply.github.com>

src/lib/invoice-generation.ts

@@ -15,25 +15,31 @@ export interface GenerateInvoiceResult {
   invoiceNumber: string;
 }
 
+// Round hours to the nearest 0.6 (per firm policy: tenths of an hour rounded
+// up to the nearest 6-minute increment, capped at a 0.6h granularity).
+export function roundHoursToSixTenths(hours: number): number {
+  const n = Math.max(0, Number(hours) || 0);
+  return +(Math.round(n / 0.6) * 0.6).toFixed(2);
+}
+
 export async function generateInvoiceForClient(args: GenerateInvoiceArgs): Promise<GenerateInvoiceResult> {
   const { clientId, caseIds, createdBy } = args;
   const taxRate = args.taxRate ?? 0;
   const dueDays = args.dueDays ?? 30;
   if (caseIds.length === 0) throw new Error("No cases selected");
 
-  // Pull unbilled time + expenses for the selected cases
+  // Pull ALL unbilled time + expenses for the selected cases (billable AND non-billable).
+  // Non-billable rows are listed for transparency at $0 and do not affect totals.
   const [{ data: time, error: te }, { data: exp, error: ee }] = await Promise.all([
     supabase
       .from("time_entries")
       .select("id, case_id, work_date, hours, hourly_rate, description, user_id, billable, invoice_id")
       .in("case_id", caseIds)
-      .eq("billable", true)
       .is("invoice_id", null),
     supabase
       .from("expenses")
       .select("id, case_id, expense_date, amount, description, user_id, billable, invoice_id")
       .in("case_id", caseIds)
-      .eq("billable", true)
       .is("invoice_id", null),
   ]);
   if (te) throw te;
@@ -44,8 +50,10 @@ export async function generateInvoiceForClient(args: GenerateInvoiceArgs): Promi
   }
 
   const subtotal =
-    (time ?? []).reduce((s, t) => s + Number(t.hours) * Number(t.hourly_rate), 0) +
-    (exp ?? []).reduce((s, e) => s + Number(e.amount), 0);
+    (time ?? [])
+      .filter((t) => t.billable)
+      .reduce((s, t) => s + roundHoursToSixTenths(Number(t.hours)) * Number(t.hourly_rate), 0) +
+    (exp ?? []).filter((e) => e.billable).reduce((s, e) => s + Number(e.amount), 0);
   const tax = +(subtotal * taxRate).toFixed(2);
   const total = +(subtotal + tax).toFixed(2);
 
@@ -74,7 +82,10 @@ export async function generateInvoiceForClient(args: GenerateInvoiceArgs): Promi
     .single();
   if (ie || !inv) throw ie ?? new Error("Failed to create invoice");
 
-  // Build line items grouped per case in case order
+  // Build line items grouped per case in case order.
+  // Time entries are stored at their rounded (0.6h) quantity; non-billable rows
+  // are saved with amount = 0 so they appear on the invoice for transparency
+  // without affecting the subtotal.
   const lineItems: any[] = [];
   let order = 0;
   for (const cid of caseIds) {
@@ -85,14 +96,15 @@ export async function generateInvoiceForClient(args: GenerateInvoiceArgs): Promi
       .filter((e) => e.case_id === cid)
       .sort((a, b) => (a.expense_date < b.expense_date ? -1 : 1));
     for (const t of ts) {
-      const amount = +(Number(t.hours) * Number(t.hourly_rate)).toFixed(2);
+      const qty = roundHoursToSixTenths(Number(t.hours));
+      const amount = t.billable ? +(qty * Number(t.hourly_rate)).toFixed(2) : 0;
       lineItems.push({
         invoice_id: inv.id,
         case_id: cid,
         kind: "time",
         description: t.description,
         work_date: t.work_date,
-        quantity: t.hours,
+        quantity: qty,
         rate: t.hourly_rate,
         amount,
         time_entry_id: t.id,
@@ -101,6 +113,7 @@ export async function generateInvoiceForClient(args: GenerateInvoiceArgs): Promi
       });
     }
     for (const e of es) {
+      const amount = e.billable ? Number(e.amount) : 0;
       lineItems.push({
         invoice_id: inv.id,
         case_id: cid,
@@ -109,7 +122,7 @@ export async function generateInvoiceForClient(args: GenerateInvoiceArgs): Promi
         work_date: e.expense_date,
         quantity: 1,
         rate: e.amount,
-        amount: e.amount,
+        amount,
         expense_id: e.id,
         user_id: e.user_id,
         sort_order: order++,
@@ -121,7 +134,8 @@ export async function generateInvoiceForClient(args: GenerateInvoiceArgs): Promi
     if (lierr) throw lierr;
   }
 
-  // Mark source records as billed
+  // Mark ALL source records (billable + non-billable) as billed so they don't
+  // re-appear on the next invoice.
   const timeIds = (time ?? []).map((t) => t.id);
   const expIds = (exp ?? []).map((e) => e.id);
   if (timeIds.length) await supabase.from("time_entries").update({ invoice_id: inv.id }).in("id", timeIds);

src/lib/invoice-pdf.ts

@@ -14,6 +14,8 @@ export interface InvoiceLineItem {
   rate: number;
   amount: number;
   user_name?: string | null;
+  user_initials?: string | null;
+  billable?: boolean;
 }
 
 export interface InvoiceCaseGroup {
@@ -83,6 +85,24 @@ function wrap(pdf: jsPDF, text: string, maxWidth: number): string[] {
   return pdf.splitTextToSize(text, maxWidth) as string[];
 }
 
+function detectImageFormat(dataUrl: string): "PNG" | "JPEG" | "WEBP" {
+  const m = /^data:image\/(png|jpe?g|webp)/i.exec(dataUrl);
+  if (!m) return "PNG";
+  const t = m[1].toLowerCase();
+  if (t === "jpg" || t === "jpeg") return "JPEG";
+  if (t === "webp") return "WEBP";
+  return "PNG";
+}
+
+async function imageNaturalSize(dataUrl: string): Promise<{ w: number; h: number } | null> {
+  return new Promise((resolve) => {
+    const img = new Image();
+    img.onload = () => resolve({ w: img.naturalWidth || img.width, h: img.naturalHeight || img.height });
+    img.onerror = () => resolve(null);
+    img.src = dataUrl;
+  });
+}
+
 export async function downloadInvoicePdf(input: InvoicePdfInput, filename: string) {
   const pdf = new jsPDF({ unit: "pt", format: "letter" });
   const accent: [number, number, number] = [30, 58, 95]; // deep navy
@@ -99,15 +119,37 @@ export async function downloadInvoicePdf(input: InvoicePdfInput, filename: strin
   };
 
   // ===== Header band =====
-  // Firm name + address (left)
+  // Logo: preserve aspect ratio, fit within a max box, no stretching/cropping.
+  let logoBoxW = 0;
+  let logoBoxH = 0;
   if (input.firm.logoDataUrl) {
+    const MAX_W = 180;
+    const MAX_H = 80;
+    const size = await imageNaturalSize(input.firm.logoDataUrl);
+    if (size && size.w > 0 && size.h > 0) {
+      const scale = Math.min(MAX_W / size.w, MAX_H / size.h, 1);
+      logoBoxW = size.w * scale;
+      logoBoxH = size.h * scale;
+    } else {
+      logoBoxW = MAX_W;
+      logoBoxH = MAX_H;
+    }
     try {
-      pdf.addImage(input.firm.logoDataUrl, "PNG", MARGIN, y, 110, 44, undefined, "FAST");
+      pdf.addImage(
+        input.firm.logoDataUrl,
+        detectImageFormat(input.firm.logoDataUrl),
+        MARGIN,
+        y,
+        logoBoxW,
+        logoBoxH,
+        undefined,
+        "FAST",
+      );
     } catch {
-      // ignore
+      // ignore — fall through to text-only header
     }
   }
-  const headerLeftX = input.firm.logoDataUrl ? MARGIN + 122 : MARGIN;
+  const headerLeftX = logoBoxW > 0 ? MARGIN + logoBoxW + 14 : MARGIN;
   setFont(pdf, { bold: true, size: 14, color: accent });
   pdf.text(input.firm.name || "Firm", headerLeftX, y + 14);
   setFont(pdf, { size: 9, color: muted });
@@ -123,6 +165,8 @@ export async function downloadInvoicePdf(input: InvoicePdfInput, filename: strin
     pdf.text(l, headerLeftX, fy);
     fy += 11;
   }
+  // Make sure the header band is at least as tall as the logo
+  const headerBottom = Math.max(fy, y + logoBoxH + 4);
 
   // INVOICE block (right)
   setFont(pdf, { bold: true, size: 22, color: accent });
@@ -145,7 +189,7 @@ export async function downloadInvoicePdf(input: InvoicePdfInput, filename: strin
   if (input.invoice.dueDate) drawKV("Due date", formatDate(input.invoice.dueDate));
   drawKV("Status", input.invoice.status.toUpperCase());
 
-  y = Math.max(fy, iy) + 12;
+  y = Math.max(headerBottom, iy) + 12;
 
   // Accent rule
   pdf.setDrawColor(...accent);
@@ -172,19 +216,24 @@ export async function downloadInvoicePdf(input: InvoicePdfInput, filename: strin
   }
   y = by + 16;
 
-  // ===== Column headers =====
+  // ===== Column geometry =====
+  // DATE | STAFF | DESCRIPTION | BILL | HRS | RATE | AMOUNT
   const colDateX = MARGIN;
-  const colDescX = MARGIN + 64;
-  const colQtyX = MARGIN + 358;
-  const colRateX = MARGIN + 418;
+  const colStaffX = MARGIN + 58;
+  const colDescX = MARGIN + 92;
+  const colBillX = MARGIN + 332;
+  const colHrsX = MARGIN + 372;
+  const colRateX = MARGIN + 422;
   const colAmtX = PAGE_W - MARGIN; // right aligned
   const drawColHeaders = () => {
     pdf.setFillColor(245, 247, 250);
     pdf.rect(MARGIN, y - 10, CONTENT_W, 18, "F");
     setFont(pdf, { bold: true, size: 8, color: accent });
     pdf.text("DATE", colDateX + 2, y + 2);
+    pdf.text("STAFF", colStaffX, y + 2);
     pdf.text("DESCRIPTION", colDescX, y + 2);
-    pdf.text("QTY/HRS", colQtyX, y + 2);
+    pdf.text("BILL", colBillX, y + 2);
+    pdf.text("HRS/QTY", colHrsX, y + 2);
     pdf.text("RATE", colRateX, y + 2);
     const w = pdf.getTextWidth("AMOUNT");
     pdf.text("AMOUNT", colAmtX - w, y + 2);
@@ -211,39 +260,49 @@ export async function downloadInvoicePdf(input: InvoicePdfInput, filename: strin
 
     setFont(pdf, { size: 9, color: [30, 34, 44] });
     for (const item of group.items) {
-      const descMaxW = colQtyX - colDescX - 8;
+      const descMaxW = colBillX - colDescX - 8;
       const descLines = wrap(pdf, item.description || (item.kind === "expense" ? "Expense" : ""), descMaxW);
-      const subLine = item.kind === "time" && item.user_name ? item.user_name : item.kind === "expense" ? "Expense" : "";
       const lineHeight = 12;
-      const blockH = Math.max(lineHeight * descLines.length + (subLine ? 10 : 0), 16);
+      const blockH = Math.max(lineHeight * descLines.length, 16);
       ensure(blockH + 4);
 
+      const isNonBillable = item.billable === false;
+      const bodyColor: [number, number, number] = isNonBillable ? muted : [30, 34, 44];
+
       // Date
       setFont(pdf, { size: 9, color: muted });
       pdf.text(item.work_date ? formatDate(item.work_date) : "—", colDateX + 2, y);
 
+      // Staff initials
+      setFont(pdf, { size: 9, bold: true, color: accent });
+      pdf.text(item.user_initials || "—", colStaffX, y);
+
       // Description
-      setFont(pdf, { size: 9, color: [30, 34, 44] });
+      setFont(pdf, { size: 9, color: bodyColor, italic: isNonBillable });
       let dy = y;
       for (const dl of descLines) {
         pdf.text(dl, colDescX, dy);
         dy += lineHeight;
       }
-      if (subLine) {
-        setFont(pdf, { size: 8, color: muted, italic: true });
-        pdf.text(subLine, colDescX, dy);
-      }
 
-      // Qty
-      setFont(pdf, { size: 9, color: [30, 34, 44] });
-      const qtyText = item.kind === "time" ? Number(item.quantity).toFixed(2) : "1";
-      pdf.text(qtyText, colQtyX, y);
+      // Billable indicator
+      setFont(pdf, { size: 9, color: isNonBillable ? muted : [22, 122, 80], bold: !isNonBillable });
+      pdf.text(isNonBillable ? "N/B" : "✓", colBillX, y);
+
+      // Hrs / Qty
+      setFont(pdf, { size: 9, color: bodyColor });
+      const qtyText =
+        item.kind === "time" || item.kind === "manual"
+          ? Number(item.quantity).toFixed(2)
+          : "1";
+      pdf.text(qtyText, colHrsX, y);
 
       // Rate
       pdf.text(fmtCurrency(item.rate), colRateX, y);
 
-      // Amount
-      const amt = fmtCurrency(item.amount);
+      // Amount (zero for non-billable)
+      const shownAmount = isNonBillable ? 0 : item.amount;
+      const amt = isNonBillable ? "—" : fmtCurrency(shownAmount);
       const aw = pdf.getTextWidth(amt);
       pdf.text(amt, colAmtX - aw, y);
 
@@ -253,7 +312,7 @@ export async function downloadInvoicePdf(input: InvoicePdfInput, filename: strin
       pdf.line(MARGIN, y - 2, PAGE_W - MARGIN, y - 2);
     }
 
-    // Case subtotal
+    // Case subtotal (billable only)
     ensure(20);
     setFont(pdf, { bold: true, size: 9.5, color: accent });
     const labelTxt = `${group.caseNumber} subtotal`;