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:

npm install

3. Set up PostgreSQL database:

# Create database and user
createdb quotes_db
createuser -P quoteuser  # Enter password when prompted

4. Run database migrations:

First, run the initial setup:

-- In psql or your PostgreSQL client, run init.sql
psql -U quoteuser -d quotes_db -f init.sql

Then add invoice tables:

-- 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:

DB_USER=quoteuser
DB_PASSWORD=your_password
DB_HOST=localhost
DB_PORT=5432
DB_NAME=quotes_db
PORT=3000

6. Start the server:

npm start

For development with auto-reload:

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.