Quotes, Contracts, and Invoices

PA supports direct document creation and quote-led workflows.

Regular Flow

Quote -> Contract -> Invoice -> Payment

• A quote proposes the work.
• Approval can create a contract and draft invoice.
• A signed contract activates the work.
• The invoice is finalized and sent.
• Payment moves the invoice to partial or paid.

Long-Term Flow

Long-term contracts are for recurring services such as monthly or yearly hosting.

Contract active -> Scheduled invoice -> Payment -> Next scheduled invoice

When a long-term contract is activated and already due, PA attempts to generate the first invoice immediately. Future invoices are generated by the cron service.

On-Demand Flow

On-demand contracts are active agreements where each invoice is generated manually when work exists.

Contract active -> Generate invoice when needed

Public Document Links

Clients can use public document links to approve or deny quotes, upload signed contracts, view invoices, and pay balances. Completed outcomes remain visible briefly as status pages so clients can see that a document was approved, denied, signed, uploaded, or paid.

General-Recipient Invoices

Use General-recipient invoice for a one-off invoice whose shared document must not identify the internal accounting client. The client remains attached inside PA for bookkeeping, but the public page and PDF show General Recipient and omit the client’s name, organization, address, phone, email, and configured client or organization content links.

General-recipient invoices are direct, regular invoices only. They cannot use a project, contract, service location, tracked time, mileage, automatic email, reminders, or portal delivery. Finalize the invoice to create its manual public link. If Stripe is configured, that invoice-specific link can collect its outstanding balance.

Document Status Visibility

Document detail pages show the current public-link state so PA users can tell whether a client link is accessible, redirected, or unavailable.

Voiding an Invoice

Use Void Invoice on an invoice detail page when an unpaid invoice was created by mistake. A reason is required. Voiding preserves the invoice and its totals for audit history, sets its collectible balance to zero, revokes client and payment links, and releases any attached time entries so they can be billed correctly later.

Paid and partially paid invoices cannot be voided; use the refund or credit process instead. Invoices already included in a project aggregate invoice also cannot be voided individually. Re-enabling a void invoice restores it to draft or unpaid, but old public links remain revoked so a new link must be created before resending.