Simplified invoice import logic

X-Lovable-Edit-ID: edt-9a448b52-1f99-4a20-bf52-278d34c082d7
Co-authored-by: renee-png <262607627+renee-png@users.noreply.github.com>

src/routes/settings.import.tsx

@@ -342,7 +342,7 @@ 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. Missing clients/cases are auto-created as archived; rows are marked already-invoiced.",
+    description: "Expected columns: Date, Case, Time, Rate, Flat rate, Total, Description, User, Case Name, Invoice, Nonbillable. Missing clients/cases are auto-created as archived. Rows with an Invoice number are linked to (or create) an invoice with that number; rows without an Invoice number stay unbilled.",
     table: "time_entries",
     conflict: "external_id",
     required: ["case_id", "description", "hours"],
@@ -425,8 +425,9 @@ const IMPORTERS: ImporterConfig[] = [
       r.user_id = uid || ctx.userId;
       delete r._username;
 
-      // Invoice number is informational — we don't link it (would require invoice lookup).
-      delete r._invoice;
+      // Invoice number — keep as hint; async pre-insert step will look up or
+      // create an invoice with that number and link this row to it.
+      // (do NOT delete _invoice here)
 
       if (r.hours == null || r.hours <= 0) return null;
       if (!r.description) return null;
@@ -437,7 +438,7 @@ const IMPORTERS: ImporterConfig[] = [
   {
     key: "expenses",
     label: "Expenses → Expenses",
-    description: "Case-related expenses. Missing clients/cases are auto-created as archived; rows are marked already-invoiced.",
+    description: "Case-related expenses. Missing clients/cases are auto-created as archived. Rows with an Invoice number are linked to (or create) an invoice with that number; rows without an Invoice number stay unbilled.",
     table: "expenses",
     conflict: "external_id",
     required: ["case_id", "description", "amount"],
@@ -449,6 +450,7 @@ const IMPORTERS: ImporterConfig[] = [
       amount: "amount", cost: "amount",
       billable: "billable",
       date: "expense_date", expensedate: "expense_date",
+      invoice: "_invoice", invoicenumber: "_invoice",
     },
     numeric: ["amount"],
     boolCols: ["billable"],
@@ -823,7 +825,7 @@ function ImportPage() {
     // archived client + archived case from the row hints, then attach a
     // placeholder voided invoice so the row imports as "already invoiced".
     if (cfg.table === "time_entries" || cfg.table === "expenses") {
-      const placeholderInvoiceByClient = new Map<string, string>();
+      // Cache of (clientId,invoiceNumber) -> invoiceId is defined below
       const ensureArchivedClient = async (name: string, extId?: string | null): Promise<string | null> => {
         const key = name.toLowerCase().trim();
         const existing = (extId && ctx.clientByExt.get(String(extId))) || ctx.clientByName.get(key);
@@ -882,31 +884,49 @@ function ImportPage() {
         if (extId) ctx.caseByExt.set(String(extId), data.id);
         return data.id;
       };
-      const ensurePreInvoicedInvoice = async (clientId: string, caseId: string): Promise<string | null> => {
-        const cached = placeholderInvoiceByClient.get(clientId);
+      // 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,
+        invoiceNumber: string,
+      ): Promise<string | null> => {
+        const cacheKey = `${clientId}::${invoiceNumber}`;
+        const cached = invoiceByClientAndNumber.get(cacheKey);
         if (cached) return cached;
-        const invNumber = `IMPORT-PREBILLED-${Date.now()}-${Math.floor(Math.random() * 10000)}`;
+        // 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);
+          return existing.id;
+        }
         const { data, error } = await supabase
           .from("invoices")
           .insert({
             client_id: clientId,
             case_id: caseId,
-            invoice_number: invNumber,
-            status: "void",
+            invoice_number: invoiceNumber,
+            status: "sent",
             issue_date: new Date().toISOString().slice(0, 10),
             subtotal: 0,
             tax: 0,
             total: 0,
-            notes: "Placeholder invoice for items imported as already invoiced.",
+            notes: "Auto-created from import to hold items linked to this invoice number.",
             created_by: user.id,
           } as any)
           .select("id")
           .single();
         if (error || !data) {
-          errors.push(`Auto-create placeholder invoice: ${error?.message ?? "unknown"}`);
+          errors.push(`Auto-create invoice "${invoiceNumber}": ${error?.message ?? "unknown"}`);
           return null;
         }
-        placeholderInvoiceByClient.set(clientId, data.id);
+        invoiceByClientAndNumber.set(cacheKey, data.id);
         return data.id;
       };
 
@@ -949,9 +969,13 @@ function ImportPage() {
           }
         }
 
-        // Mark as already invoiced via placeholder voided invoice (per client)
-        if (clientId && !row.invoice_id) {
-          const invId = await ensurePreInvoicedInvoice(clientId, caseId);
+        // 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.
+        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;
         }