# Quote & Invoice Management System

Professional quote and invoice management system for Bay Area Affiliates, Inc.

## Features

### Quotes
- Create and manage professional quotes
- Support for TBD (To Be Determined) items
- Rich text descriptions with Quill editor
- Automatic tax calculations (8.25% Texas sales tax)
- Tax-exempt option
- PDF generation
- **Convert quotes to invoices** with one click

### Invoices
- Create and manage invoices
- Terms field (default: Net 30)
- Authorization/P.O. field
- Rich text descriptions
- Automatic tax calculations
- Tax-exempt option
- PDF generation with accounting@bayarea-cc.com email
- "Bill To:" instead of "Quote For:"
- **No TBD items allowed** - quotes with TBD items cannot be converted until updated

### Customers
- Full customer management
- Address and account number tracking
- Customer selection in quotes/invoices

### Settings
- Company logo upload for PDFs
- Logo appears on both quotes and invoices

## Installation

### Prerequisites
- Node.js 18+
- PostgreSQL 12+
- npm or yarn

### Setup

1. **Clone or copy the files to your server**

2. **Install dependencies:**
```bash
npm install
```

3. **Set up PostgreSQL database:**
```bash
# Create database and user
createdb quotes_db
createuser -P quoteuser  # Enter password when prompted
```

4. **Run database migrations:**

First, run the initial setup:
```sql
-- In psql or your PostgreSQL client, run init.sql
psql -U quoteuser -d quotes_db -f init.sql
```

Then add invoice tables:
```sql
-- Run add_invoices.sql
psql -U quoteuser -d quotes_db -f add_invoices.sql
```

5. **Configure environment (optional):**

Create a `.env` file or set environment variables:
```bash
DB_USER=quoteuser
DB_PASSWORD=your_password
DB_HOST=localhost
DB_PORT=5432
DB_NAME=quotes_db
PORT=3000
```

6. **Start the server:**
```bash
npm start
```

For development with auto-reload:
```bash
npm run dev
```

7. **Access the application:**
Open your browser to: `http://localhost:3000`

## Database Schema

### Customers Table
- id, name, street, city, state, zip_code, account_number

### Quotes Table
- id, quote_number, customer_id, quote_date, tax_exempt, tax_rate
- subtotal, tax_amount, total, has_tbd, created_at, updated_at

### Quote Items Table
- id, quote_id, quantity, description, rate, amount, item_order

### Invoices Table
- id, invoice_number, customer_id, invoice_date, terms, authorization
- tax_exempt, tax_rate, subtotal, tax_amount, total
- created_from_quote_id, created_at, updated_at

### Invoice Items Table
- id, invoice_id, quantity, description, rate, amount, item_order

## Usage

### Creating a Quote
1. Click "Quotes" tab
2. Click "+ New Quote"
3. Select customer
4. Add items (can use TBD for rates/amounts)
5. Items support rich text formatting
6. Check "Tax Exempt" if applicable
7. Save

### Converting Quote to Invoice
1. Find quote in list
2. Click "→ Invoice" button
3. **Note:** Quotes with TBD items cannot be converted
4. Invoice is automatically created with:
   - Same customer and items
   - Current date
   - Default terms: "Net 30"
   - Empty authorization field

### Creating an Invoice
1. Click "Invoices" tab
2. Click "+ New Invoice"
3. Select customer
4. Enter terms (e.g., "Net 30", "Due on Receipt")
5. Add authorization if needed (P.O. number, etc.)
6. Add items (TBD not allowed in invoices)
7. Check "Tax Exempt" if applicable
8. Save

### PDF Generation
- **Quotes:** Display "Quote For:" and support@bayarea-cc.com
- **Invoices:** Display "Bill To:" and accounting@bayarea-cc.com
- Both include company logo if uploaded
- Professional formatting with Bay Area Affiliates branding

### Managing Customers
1. Click "Customers" tab
2. Add/Edit/Delete customers
3. Customers appear in dropdown for quotes/invoices

### Settings
1. Click "Settings" tab
2. Upload company logo (PNG/JPG recommended)
3. Logo appears on all PDFs

## File Structure

```
quote-invoice-system/
├── server.js           # Express server with all routes
├── public/
│   ├── index.html      # Main UI with tabs for quotes/invoices
│   ├── app.js          # Frontend JavaScript
│   └── uploads/        # Logo storage
├── package.json        # Dependencies
├── init.sql           # Initial database schema
└── add_invoices.sql   # Invoice tables migration
```

## Key Differences: Quotes vs Invoices

| Feature | Quotes | Invoices |
|---------|--------|----------|
| TBD Items | ✅ Allowed | ❌ Not allowed |
| Email | support@bayarea-cc.com | accounting@bayarea-cc.com |
| Label | "Quote For:" | "Bill To:" |
| Terms Field | No | Yes (e.g., Net 30) |
| Authorization | No | Yes (optional) |
| Info Header | Quote #, Account #, Date | Invoice #, Account #, Date, Terms |

## API Endpoints

### Quotes
- `GET /api/quotes` - List all quotes
- `GET /api/quotes/:id` - Get quote details
- `POST /api/quotes` - Create new quote
- `PUT /api/quotes/:id` - Update quote
- `DELETE /api/quotes/:id` - Delete quote
- `GET /api/quotes/:id/pdf` - Generate quote PDF
- `POST /api/quotes/:id/convert-to-invoice` - Convert to invoice

### Invoices
- `GET /api/invoices` - List all invoices
- `GET /api/invoices/:id` - Get invoice details
- `POST /api/invoices` - Create new invoice
- `PUT /api/invoices/:id` - Update invoice
- `DELETE /api/invoices/:id` - Delete invoice
- `GET /api/invoices/:id/pdf` - Generate invoice PDF

### Customers
- `GET /api/customers` - List all customers
- `POST /api/customers` - Create customer
- `PUT /api/customers/:id` - Update customer
- `DELETE /api/customers/:id` - Delete customer

### Settings
- `GET /api/logo-info` - Check if logo exists
- `POST /api/upload-logo` - Upload company logo

## Technical Details

- **Frontend:** Vanilla JavaScript, Tailwind CSS
- **Backend:** Node.js, Express
- **Database:** PostgreSQL
- **PDF Generation:** Puppeteer
- **Rich Text:** Quill.js editor

## Automatic Features

- Quote numbers: Format YYYY-NNN (e.g., 2026-001)
- Invoice numbers: Format YYYY-NNN (e.g., 2026-001)
- Auto-increment within year
- Automatic tax calculation (8.25%)
- Item quantity × rate = amount calculation

## Support

For issues or questions, contact Bay Area Affiliates, Inc.