Create, send, and collect payment on invoices — manually or automatically from Fleet-Ops orders.

Billing & Invoicing

The Billing module handles invoice creation, delivery, and payment collection. Invoices are typed payment requests with a lifecycle from draft through paid. Customers pay invoices online via a public URL (no login required).

Navigate to Ledger → Billing to access invoices and templates.

Core Components

Invoices

Formal payment requests with line items, tax, totals, and a lifecycle from draft through paid. Invoices can be created manually, from a Fleet-Ops order, or automatically when a PurchaseRate is added to an order. See Invoices.

Invoice Templates

Reusable templates that define how invoices are rendered to PDF. Templates use Fleetbase's core Template model with the invoice context — they reference invoice variables like {invoice.number}, {invoice.total_amount}, and {transaction.reference}. See Invoice Templates.

The Invoicing Lifecycle

draft → sent → viewed → partial → paid
                      ↘ overdue
                      ↘ cancelled
                      ↘ refunded
                      ↘ void

Status	Meaning
`draft`	Created, not yet sent
`sent`	Marked as sent (via `Mark as Sent`)
`viewed`	Customer opened the invoice via the public URL
`partial`	Partial payment received; balance remains
`paid`	Fully paid (`balance = 0`)
`overdue`	Past due date, not yet paid. Set by the `ledger:update-overdue-invoices` console command, which transitions only `sent` and `viewed` invoices
`cancelled`	Cancelled; should not be paid
`refunded`	Set by `HandleProcessedRefund` when a gateway refund completes
`void`	Set programmatically when a draft invoice is superseded — e.g., a new `PurchaseRate` replaces an earlier draft on the same order

The cancelled, paid, and void statuses are excluded from AR Aging.

Automated Invoicing

From Fleet-Ops Orders (PurchaseRate trigger)

Ledger's PurchaseRateObserver listens for the PurchaseRate.created event. When a Fleet-Ops order has a purchase rate added (which happens when a service quote is accepted as the order's purchase rate), Ledger creates a draft invoice automatically. The trigger is the PurchaseRate creation, not the order reaching a completed status.

Line items are extracted in this priority:

From serviceQuote.items if present
Falls back to a single summary line item using serviceQuote.amount
Falls back to entities/payload extraction from the order

If a previous draft invoice already exists for the same order, it is voided and replaced. See Fleet-Ops Integration for the full mechanics.

From Storefront Checkouts (no invoice)

Storefront orders do not generate invoices. When a Storefront order completes, Ledger's StorefrontOrderObserver posts a direct journal entry (storefront_sale type):

DEBIT  Cash
CREDIT Revenue

The order record itself is the receipt — there is no separate invoice document. See Storefront Integration.

Revenue Recognition

When a draft invoice is created via the PurchaseRate observer, Ledger posts a revenue_recognition journal entry:

DEBIT  Accounts Receivable (asset increases — customer owes you)
CREDIT Revenue (revenue increases)

When a payment is recorded, Ledger posts an invoice_payment journal entry:

DEBIT  Cash (asset increases — you received cash)
CREDIT Accounts Receivable (asset decreases — debt cleared)

Billing & Invoicing

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