feat/invoice automation notifications docs by Adjanour · Pull Request #1 · Orctatech-Engineering-Team/way-bills

Adjanour · 2026-03-23T16:02:59Z

Add invoice automation and notification system
Add backup and recovery runbook
Document architecture and operational flows

Copilot

Pull request overview

Adds invoice automation + email delivery, in-app operational notifications, and accompanying documentation/runbooks to support production operations and recovery.

Changes:

Introduces a backend-worker service to generate weekly invoices, send automatic invoice emails, and report automation health/status.
Adds notification persistence + API routes and a frontend notifications UI (badge + dropdown/sheet).
Adds operational docs (architecture, API reference, role guide, ops runbook) plus Postgres backup/restore scripts and new env knobs.

Reviewed changes

Copilot reviewed 48 out of 49 changed files in this pull request and generated 14 comments.

Show a summary per file

File	Description
docs/role-guide.md	New role-by-role product usage guide and operational expectations.
docs/ops-runbook.md	New backup/restore and incident-response runbook for VPS operations.
docs/architecture.md	New high-level architecture + flow documentation (runtime, data model, automation).
docs/api-reference.md	New API reference including auth model, core resources, invoices, notifications.
deploy/restore-postgres.sh	Adds scripted Postgres restore helper.
deploy/docker-compose.yml	Adds `backend-worker` service and healthcheck to production compose.
deploy/docker-compose.local.yml	Adds `backend-worker` service to local compose stack.
deploy/backup-postgres.sh	Adds scripted Postgres backup helper with checksum generation.
deploy/backend.local.env.example	Adds SMTP + invoice automation env variables for local runs.
deploy/backend.env.example	Adds SMTP + invoice automation env variables for production runs.
deploy/README.md	Documents worker service, backups/recovery docs, and new env knobs.
bun.lock	Adds nodemailer + types to lockfile.
apps/frontend/src/styles.css	Adds styles for notification trigger/badge/dropdown/sheet UI.
apps/frontend/src/pages/InvoicesPage.tsx	Adds automation monitor panel and “send/retry invoice email” action + email status fields.
apps/frontend/src/lib/types.ts	Adds types for invoice source/email status, automation status, and app notifications.
apps/frontend/src/lib/api.ts	Adds API client methods for automation status, invoice email send, and notifications.
apps/frontend/src/components/AppLayout.tsx	Adds notification polling, dropdown/sheet UI, and “mark read” flows.
apps/frontend/src/components/AppLayout.test.tsx	Adds jsdom tests for notifications badge, open, read, and mark-all-read.
apps/frontend/README.md	Replaces template README with repo-specific frontend overview/commands.
apps/backend/src/worker.ts	Adds the invoice automation worker loop orchestrating sweeps + email delivery + status updates.
apps/backend/src/worker-health.ts	Adds worker healthcheck entrypoint based on automation status evaluation.
apps/backend/src/routes/waybills.ts	Adds failed-delivery notification emission hook (currently placed in assign route).
apps/backend/src/routes/shifts.ts	Adds shift handover notification for incoming rider.
apps/backend/src/routes/notifications.ts	Adds notifications API routes (list/read/read-all).
apps/backend/src/routes/notifications.test.ts	Adds route tests for notifications endpoints.
apps/backend/src/routes/invoices.ts	Refactors invoice creation into lib, adds automation status endpoint + send-email endpoint, expands invoice list fields.
apps/backend/src/lib/notifications.ts	Implements notification creation, dedupe via eventKey, list/unread count, mark read APIs.
apps/backend/src/lib/mailer.ts	Implements SMTP invoice email sending with PDF attachment.
apps/backend/src/lib/mailer.test.ts	Adds unit test for invoice email content builder.
apps/backend/src/lib/invoices.ts	Extracts invoice creation/detail serialization logic and adds email-related fields.
apps/backend/src/lib/invoice-email.ts	Implements send-email flow + worker sweep for pending automatic invoice emails.
apps/backend/src/lib/invoice-automation.ts	Implements delivery scanning + weekly invoice generation + notifications for invoice-ready.
apps/backend/src/lib/invoice-automation.test.ts	Adds unit tests for invoice window grouping logic.
apps/backend/src/lib/automation-status.ts	Adds persistence + serialization for automation monitor status.
apps/backend/src/lib/automation-health.ts	Adds health evaluation logic (disabled/running/stale/failure).
apps/backend/src/lib/automation-health.test.ts	Adds unit tests for automation health evaluation.
apps/backend/src/index.ts	Registers notifications routes in the backend router.
apps/backend/src/db/schema.ts	Adds invoice source/email status fields, notifications table, automation job statuses table, and new enums/indexes.
apps/backend/src/config.ts	Adds SMTP + invoice automation configuration parsing and mail config assertion.
apps/backend/package.json	Updates build output to include worker entrypoints + adds nodemailer deps.
apps/backend/drizzle/meta/_journal.json	Adds migration journal entries for new schema changes.
apps/backend/drizzle/meta/0002_snapshot.json	Adds schema snapshot including new invoice fields (and related enums).
apps/backend/drizzle/0004_broad_joshua_kane.sql	Migration to create `automation_job_statuses` table + index.
apps/backend/drizzle/0003_gigantic_kylun.sql	Migration to create `notifications` table + enum + indexes.
apps/backend/drizzle/0002_fuzzy_silhouette.sql	Migration to add invoice source/email status fields + unique billing window index.
apps/backend/README.md	Replaces template README with repo-specific backend overview/commands.
README.md	Adds repo-level README describing system, architecture, and common commands.

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Copilot · 2026-03-23T16:09:32Z

apps/backend/src/lib/invoice-automation.ts

+  const actor = await db.query.users.findFirst({
+    where: eq(users.active, true),
+    orderBy: asc(users.createdAt),
+  })
+
+  assert(
+    actor && (actor.role === 'admin' || actor.role === 'ops'),
+    new AppError(
+      500,
+      'automation_actor_missing',
+      'Create an admin or ops account, or set AUTOMATION_ACTOR_PHONE before enabling invoice automation.',
+    ),
+  )
+


resolveAutomationActor() falls back to the earliest active user without filtering by role, then asserts the role is admin/ops. If the first active account is a rider, invoice automation will hard-fail even if an active admin/ops exists. Change the fallback query to filter to active users with role in (admin,ops) (and keep the createdAt ordering).

Copilot · 2026-03-23T16:09:32Z

apps/backend/src/lib/invoices.ts

+  const existing = await findInvoiceByWindow(input.clientId, input.periodStart, input.periodEnd)
+  if (existing) {
+    if (input.onExisting === 'reuse') {
+      return {
+        created: false as const,
+        invoice: await getInvoiceDetail(existing.id),
+      }
+    }
+
+    throw new AppError(
+      409,
+      'invoice_exists',
+      'An invoice already exists for that client and billing period.',
+    )
+  }


createInvoiceForWindow() has a race between findInvoiceByWindow(...) and the later insert. With the new worker and manual creation, concurrent callers can both miss the pre-check and then hit the unique index on (clientId, periodStart, periodEnd). For onExisting: 'reuse', handle unique-constraint conflicts by fetching and returning the existing invoice, or do the insert with an UPSERT/transactional approach so the function is safely idempotent under concurrency.

Copilot · 2026-03-23T16:09:33Z

docs/ops-runbook.md

+Checklist:
+
+1. Check `backend-worker` logs.
+2. Confirm `INVOICE_AUTOMATION_ENABLED=true`.
+3. Confirm `AUTOMATION_ACTOR_PHONE` is set to an active `admin` or `ops` user, or that at least one active `admin/ops` user exists.
+4. Restart the worker:
+
+```bash
+docker compose --env-file deploy/compose.env -f deploy/docker-compose.yml restart backend-worker
+```
+
+1. Recheck the automation monitor.
+


The checklist numbering jumps from step 4 to step 1 (“Recheck the automation monitor”), which is confusing in an ops runbook. Renumber that last step to continue the sequence (or switch the whole block to unordered bullets).

Copilot · 2026-03-23T16:09:33Z

docs/architecture.md

+Primary code lives in:
+
+- [apps/frontend/src/pages](/home/bernard/Work/way-bills/apps/frontend/src/pages)
+- [apps/frontend/src/components](/home/bernard/Work/way-bills/apps/frontend/src/components)
+- [apps/frontend/src/lib](/home/bernard/Work/way-bills/apps/frontend/src/lib)
+


This doc uses absolute local filesystem paths in markdown links (e.g. /home/bernard/Work/way-bills/...), which will be broken for anyone reading the docs in GitHub. Convert these to repo-relative links (e.g. apps/frontend/src/pages) so they work for all readers.

Copilot · 2026-03-23T16:09:33Z

README.md

+- [apps/frontend](/home/bernard/Work/way-bills/apps/frontend): React/Vite operations UI
+- [apps/backend](/home/bernard/Work/way-bills/apps/backend): Hono API, worker, migrations, PDF generation, email delivery
+- [deploy](/home/bernard/Work/way-bills/deploy): Docker, VPS, Caddy, backup, and deployment helpers
+- [docs](/home/bernard/Work/way-bills/docs): product, architecture, and operations documentation


This README uses absolute local filesystem paths in links (e.g. /home/bernard/Work/way-bills/...), which will be broken for anyone not on that machine. Please convert these to repo-relative links (e.g. /apps/frontend, /docs/architecture.md) so they render correctly on GitHub.

Copilot · 2026-03-23T16:09:35Z

apps/backend/src/lib/invoices.ts

+  const [summary] = await db.select({ count: count() }).from(invoices)
+  const now = new Date()
+  const dueAt =
+    input.dueAt ?? new Date(now.getTime() + client.paymentTermsDays * 86400000)
+  const subtotalCents = pricedWaybills.reduce(
+    (total, item) => total + item.amountCents,
+    0,
+  )
+
+  const invoiceId = crypto.randomUUID()
+  const invoiceNumber = createInvoiceNumber(now, Number(summary?.count ?? 0) + 1)
+


Invoice numbers are generated from count(invoices)+1. Under concurrent invoice creation (now more likely with an automation worker), two inserts can compute the same sequence and violate the invoice_number unique index. Consider a database-backed sequence/serial, or retry-on-conflict generation (or using the invoice id/timestamp-based suffix) to guarantee uniqueness without relying on a non-atomic count.

Copilot · 2026-03-23T16:09:35Z

apps/backend/src/lib/mailer.ts

+    html: [
+      `<p>Hello ${salutation},</p>`,
+      `<p>Attached is invoice <strong>${input.invoiceNumber}</strong> for deliveries completed between <strong>${input.periodStart}</strong> and <strong>${input.periodEnd}</strong>.</p>`,
+      `<p>Total due: <strong>${input.subtotalLabel}</strong><br/>Payment due by: <strong>${input.dueAt}</strong></p>`,
+      '<p>Please contact operations if anything needs review.</p>',
+    ].join(''),


buildInvoiceEmailContent() interpolates untrusted values (client/contact names, dates, amounts) directly into the HTML string. If any of these contain <, &, etc., the email HTML can break or be abused for HTML injection. Escape dynamic fields before inserting into the HTML body (or use a templating approach that auto-escapes).

Copilot · 2026-03-23T16:09:35Z

apps/frontend/README.md

+- app bootstrap: [src/main.tsx](/home/bernard/Work/way-bills/apps/frontend/src/main.tsx)
+- shared shell: [src/components/AppLayout.tsx](/home/bernard/Work/way-bills/apps/frontend/src/components/AppLayout.tsx)
+- main pages: [src/pages](/home/bernard/Work/way-bills/apps/frontend/src/pages)
+- shared API/types: [src/lib](/home/bernard/Work/way-bills/apps/frontend/src/lib)


These links point to an absolute local path (/home/bernard/Work/way-bills/...), which won’t resolve in the repository. Use repo-relative links (e.g. src/main.tsx, src/components/AppLayout.tsx) so the README works on GitHub.

Copilot · 2026-03-23T16:09:36Z

apps/backend/README.md

+- API server: [src/index.ts](/home/bernard/Work/way-bills/apps/backend/src/index.ts)
+- worker: [src/worker.ts](/home/bernard/Work/way-bills/apps/backend/src/worker.ts)
+- worker health: [src/worker-health.ts](/home/bernard/Work/way-bills/apps/backend/src/worker-health.ts)
+- schema: [src/db/schema.ts](/home/bernard/Work/way-bills/apps/backend/src/db/schema.ts)


These links point to an absolute local path (/home/bernard/Work/way-bills/...), which won’t resolve in the repository. Use repo-relative links so the README works on GitHub.

Copilot · 2026-03-23T16:09:36Z

apps/backend/src/lib/invoice-email.ts

+export async function sendInvoiceEmail(invoiceId: string) {
+  const detail = await getInvoiceDetail(invoiceId)
+
+  assert(detail.status !== 'void', new AppError(409, 'invoice_void', 'Voided invoices cannot be emailed.'))
+  assert(
+    detail.client.contactEmail,
+    new AppError(409, 'missing_client_email', 'This client does not have a billing email address yet.'),
+  )
+
+  await db
+    .update(invoices)
+    .set({
+      emailStatus: 'queued',
+      emailDeliveryAttempts: detail.emailDeliveryAttempts + 1,
+      lastEmailError: null,
+    })
+    .where(eq(invoices.id, detail.id))
+
+  try {
+    const pdfBytes = await buildInvoicePdf(toInvoicePdfDetail(detail))
+    const content = buildInvoiceEmailContent({
+      invoiceNumber: detail.invoiceNumber,
+      clientName: detail.client.name,
+      contactName: detail.client.contactName,
+      recipientEmail: detail.client.contactEmail,
+      periodStart: formatDateLabel(detail.periodStart.toISOString()),
+      periodEnd: formatDateLabel(detail.periodEnd.toISOString()),
+      subtotalLabel: formatMoneyLabel(detail.subtotalCents, detail.currency),
+      dueAt: formatDateLabel(detail.dueAt.toISOString()),
+      attachmentBytes: pdfBytes,
+    })
+
+    await sendInvoiceEmailMessage(content)
+
+    await db
+      .update(invoices)
+      .set({
+        emailStatus: 'sent',
+        emailSentAt: new Date(),
+        lastEmailError: null,
+      })
+      .where(eq(invoices.id, detail.id))
+  } catch (error) {
+    await db
+      .update(invoices)
+      .set({
+        emailStatus: 'failed',
+        lastEmailError: error instanceof Error ? error.message : 'Unknown email delivery failure.',
+      })
+      .where(eq(invoices.id, detail.id))
+
+    await createRoleNotifications(['admin', 'ops'], {
+      type: 'invoice_email_failed',
+      title: 'Invoice email failed',
+      message: `Email delivery failed for ${detail.invoiceNumber}.`,
+      linkPath: '/ops/invoices',
+      eventKey: `invoice_email_failed:${detail.id}`,
+    })
+
+    throw error
+  }
+
+  return {
+    invoice: serializeInvoiceDetail(await getInvoiceDetail(invoiceId)),
+  }
+}
+
+export async function deliverPendingAutomaticInvoiceEmails() {
+  const pending = await db.query.invoices.findMany({
+    where: and(
+      eq(invoices.source, 'automatic'),
+      eq(invoices.status, 'issued'),
+      inArray(invoices.emailStatus, ['not_sent', 'failed']),
+    ),
+    orderBy: asc(invoices.issuedAt),
+  })
+
+  let sentCount = 0
+  let failedCount = 0
+
+  for (const invoice of pending) {
+    try {
+      await sendInvoiceEmail(invoice.id)
+      sentCount += 1
+    } catch {
+      failedCount += 1
+    }
+  }
+
+  return {
+    scanned: pending.length,
+    sentCount,
+    failedCount,
+  }
+}


sendInvoiceEmail() and deliverPendingAutomaticInvoiceEmails() introduce fairly involved state transitions (queued/sent/failed, attempt counting, lastEmailError, role notifications on failure). There are new unit tests for other automation helpers in this PR, but none covering these email workflows. Adding tests for success/failure cases (including void/missing email guards) would help prevent regressions.

Adjanour added 3 commits March 23, 2026 15:56

Add invoice automation and notification system

ba31667

Add backup and recovery runbook

eb623aa

Document architecture and operational flows

5bca88d

Adjanour marked this pull request as ready for review March 23, 2026 16:03

Copilot AI review requested due to automatic review settings March 23, 2026 16:03

Copilot started reviewing on behalf of Adjanour March 23, 2026 16:03 View session

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feat/invoice automation notifications docs#1

feat/invoice automation notifications docs#1
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