Billing & Invoices (POS)

Overview

The Billing module is a complete point-of-sale (POS) system for generating quotes and invoices. Create documents for repairs, direct sales, or mixed transactions with automatic VAT calculation, inventory integration, and PDF generation.

Access to the Billing module requires the can_access_billing permission. Admins have automatic access; workers must be granted permission.

What You Can Do

Generate quotes (Cotizaciones) and invoices (Facturas)
Create documents for repairs, sales, or mixed transactions
Bill registered customers or walk-in customers
Include services from work orders with auto-populated costs
Add inventory products with automatic stock deduction
Choose VAT included or excluded pricing
View document history
Generate PDF downloads for customer delivery

Accessing Billing

Navigate to Facturación (Billing) from the main menu. The page shows:

Company VAT percentage
Count of registered customers
Count of available inventory products
List of all billing documents
Search and pagination

Understanding Document Types

Cotización (Quote)

A preliminary estimate provided to customers:

Shows proposed costs before work begins
Customer can approve or decline
Linked service orders update status to “Cotización”
Can be converted to invoice later (manually)

Factura (Invoice)

A final billing document for completed work:

Records actual charges
Updates linked service orders to “Listo” (Ready)
Customer copy for payment
Permanent record for accounting

Document Source Types

Reparación (Repair)

Services only (no products)
Links to work orders
Pulls service descriptions and costs from orders
Common for repair shops

Venta (Sale)

Products only (no services)
Pulls from inventory items
Auto-deducts stock when saved
Common for parts counter sales

Mixto (Mixed)

Combination of services and products
Most flexible option
Can bill repair + parts in one document
Useful for complete transactions

Creating a Billing Document

Open the Billing Form

Click Nuevo Documento in the top-right corner. A full-screen modal form appears.

Select Document Type

Choose Cotización or Factura using the toggle buttons:

Cotización: For estimates and proposals
Factura: For final invoices

When services from orders are included, the document type determines the order status update:

Quote → Order status becomes “Cotización”
Invoice → Order status becomes “Listo”

Select Source Type

Choose the document source using the centered toggle:

Venta: Products from inventory
Mixto: Services and products
Reparación: Services from orders

This determines what columns appear in the line items section.

Select Customer Mode

Choose Modo cliente (Customer Mode):

Cliente registrado: Select from your customer database
Cliente de Mostrador: Walk-in customer without registration

Select or Enter Customer

For Registered Customers:

Select from the Cliente registrado dropdown
System loads their service history if source includes repairs

For Walk-in Customers:

The Nombre (mostrador) field appears
Default value: “Cliente de Mostrador”
Edit if you want to record a name

Choose VAT Mode

Select Modo IVA (VAT Mode):

Agregar IVA al precio: VAT added on top of line item prices
IVA incluido en precio: VAT already included in prices

Your company’s VAT percentage (set in Company Settings) applies automatically.

Review Customer Services (If Applicable)

For Repair or Mixed documents with registered customers:A card appears showing all orders for this customer:

Order number
Service description
Estimated cost from order
Current order status
Associated equipment

You can reference these when adding line items in the next step.

Add Line Items

Click Agregar partida (Add Line Item) to add rows to the invoice.For each line item:For Mixed source, select Tipo (Type):

Servicio: Service/labor charge
Producto: Physical product from inventory

For Repair/Mixed with Servicio:

Servicio cliente: Dropdown of customer’s orders (optional)
- Select “Manual” to enter freely
- Select an order to auto-fill description and cost

For Sale/Mixed with Producto:

Producto inventario: Dropdown of sale-enabled inventory
- Shows product name, code, and current stock
- Out-of-stock items are disabled
- Auto-fills description and unit price when selected

Description:

Manual entry for services
Auto-filled from product name/code for products
Edit as needed

Cantidad (Quantity):

Decimal values allowed for services (0.5 hours, etc.)
Integer values for products
Max quantity limited to available stock for products

Precio unitario (Unit Price):

Manual entry for services
Auto-filled from product sale price
Can override if needed

Click the red Quitar button to remove a line item.

Add Notes (Optional)

Enter internal Notas (Notes) about the document:

Not printed on customer invoice
Useful for internal tracking
Maximum 2000 characters

Generate Document

Click Generar documento to create the billing record.The system will:

Validate all required fields
Calculate subtotal, VAT, and total
Generate unique document number
Deduct inventory stock for products
Update linked order statuses
Redirect to document view page

Line Item Fields

Field	Required	Notes
item_kind	Yes	’service’ or ‘product’ (auto-set by source mode)
description	Yes	Max 255 characters
quantity	Yes	Min 0.01, max 999,999; decimals for services
unit_price	Yes	Min 0, max 99,999,999.99
inventory_item_id	Conditional	Required for products
order_id	Optional	Links service line to work order

Viewing Billing Documents

The main billing page shows all documents in a table:

Table Columns

Documento

Unique document number (format: company-specific)
Issue date or creation date

Cliente

Registered customer name
Or walk-in customer name

Tipo

QUOTE or INVOICE badge

Origen

REPAIR, SALE, or MIXED badge

IVA

Mode (INCLUDED or EXCLUDED)
VAT percentage applied

Total

Final document amount with VAT

Acciones

Ver: View full document details
PDF: Download PDF for customer

Viewing Document Details

Click Ver (View) on any document to see the full breakdown:

Document header with number and dates
Customer information
Company information
All line items with:
- Description
- Quantity
- Unit price
- Line total
Subtotal (before VAT)
VAT amount
Grand total
Notes (if any)
Linked orders (if any)
User who created the document

Generating PDF Invoices

Click PDF on any document to:

Generate a formatted PDF invoice
Automatically download to your device
Filename: [document_number].pdf

The PDF includes:

Company logo and details (from Company Settings)
Customer name and contact
Document type and number
Itemized line items
VAT breakdown
Total amount
Professional formatting on A4 paper

PDFs are generated on-demand and not stored permanently. You can download them anytime from the document list or detail page.

Understanding VAT Calculation

VAT Excluded (Agregar IVA)

Line item prices do not include VAT:

Item 1: $100.00
Item 2: $50.00
-----------------
Subtotal: $150.00
VAT (16%): $24.00
-----------------
Total: $174.00

VAT Included (IVA incluido)

Line item prices already include VAT:

Item 1: $116.00 (includes VAT)
Item 2: $58.00 (includes VAT)
-----------------
Subtotal: $150.00 (calculated backwards)
VAT (16%): $24.00 (extracted)
-----------------
Total: $174.00

Both modes result in the same total, but the display differs based on your pricing strategy.

Automatic Stock Management

When a document includes inventory products:

Validation: System checks sufficient stock exists
Deduction: Stock quantity decreases by sold amount
Movement: Inventory movement record created:
- Type: “removal”
- Linked to billing document
- Shows user and timestamp
Alert: If stock drops below threshold, low-stock notification triggers

Stock deductions are immediate and permanent when the document is created. There’s no built-in reversal. To undo, manually adjust inventory stock.

Order Status Updates

When line items link to work orders:

For Quotes (Cotización)

Linked orders update status to “quote” automatically.

For Invoices (Factura)

Linked orders update status to “ready” automatically. This integration keeps your workflow in sync with billing.

Best Practices

Choose Correct Document Type

Use Quotes when:

Customer hasn’t approved work
Providing estimate before repair
Price is subject to change
Customer is shopping around

Use Invoices when:

Work is complete
Customer has approved charges
Ready for payment collection
Final documentation needed

Understand Your VAT Obligation

Check with your accountant:

VAT Excluded: Typical for B2B, allows clear VAT separation
VAT Included: Common for retail, shows final consumer price
Ensure method matches legal requirements in your region

Link Services to Orders When Possible

Benefits of linking:

Auto-populates service descriptions
Pre-fills cost estimates
Updates order status automatically
Creates audit trail
Helps track order lifecycle

Use Detailed Descriptions

Write clear line item descriptions:

Include part numbers for products
Specify labor type for services
Note any warranties or guarantees
Add model numbers if relevant

Good descriptions reduce customer questions and disputes.

Verify Stock Before Selling Products

Before creating product-heavy invoices:

Check inventory quantities
Ensure stock is physically available
Account for items in pending orders
Restock low items promptly

Keep Notes for Complex Transactions

Use the notes field for:

Special payment arrangements
Warranty information
Follow-up actions needed
Unusual circumstances
Cross-references to other documents

Troubleshooting

Cannot Access Billing Module

Cause: User lacks can_access_billing permission. Solution:

Admins have automatic access
Workers: Request admin to grant billing permission
Admin: Edit worker, check “Permitir Facturación”

Possible Causes:

is_sale_enabled is false (not enabled for sale)
Product out of stock (quantity = 0)
Wrong source mode selected (need Sale or Mixed)

Solution:

Go to Inventory
Edit product to enable sale and set price
Ensure stock quantity > 0
Return to billing and refresh

”Insufficient Stock” Error

Cause: Trying to sell more units than available in inventory. Solution:

Reduce quantity on line item
Check current stock in inventory
Receive more stock before completing sale
Remove product from this document

Customer Services Not Loading

Possible Causes:

Source mode is “Sale” (services not applicable)
Customer mode is “Walk-in” (no registered orders)
Customer has no orders in system
Network error

Solution:

Verify source is “Repair” or “Mixed”
Ensure registered customer is selected
Check customer has work orders in system
Refresh page and try again

Cannot Link Order to Service Line

Cause: Orders are filtered by selected customer. Solution:

Verify correct customer is selected
Check that order belongs to this customer
Confirm order exists and isn’t deleted
Use “Manual” if order isn’t available

PDF Generation Fails

Possible Causes:

Document has been deleted
Server error
Missing company information

Solution:

Verify document still exists in list
Check company settings are complete
Contact admin if issue persists
Try viewing document details first

Technical Reference

Controller Actions

Index: GET /worker/billing - List all billing documents
Store: POST /worker/billing - Create new document with line items
Show: GET /worker/billing/{document} - View document details
PDF: GET /worker/billing/{document}/pdf - Generate and download PDF
Customer Services: GET /worker/billing/customers/{customer}/services - Fetch customer’s orders via AJAX

Data Models

// BillingDocument
[
  'company_id',          // Auto-set to user's company
  'user_id',             // Creator of document
  'customer_id',         // Registered customer (nullable)
  'walk_in_customer_name', // Walk-in name (nullable)
  'document_type',       // 'quote' or 'invoice'
  'document_number',     // Unique identifier
  'source',              // 'repair', 'sale', 'mixed'
  'tax_mode',            // 'included' or 'excluded'
  'vat_percentage',      // VAT rate at time of creation
  'subtotal',            // Before VAT
  'vat_amount',          // Calculated VAT
  'total',               // Final amount
  'notes',               // Internal notes
  'issued_at',           // Issue timestamp
]

// BillingDocumentItem (line items)
[
  'billing_document_id', // Parent document
  'item_kind',           // 'service' or 'product'
  'description',         // Line item description
  'quantity',            // Units (decimal)
  'unit_price',          // Price per unit
  'subtotal',            // quantity * unit_price
  'inventory_item_id',   // Product reference (nullable)
  'order_id',            // Service order reference (nullable)
]

Document Number Format

Document numbers are generated by BillingService:

Format varies by implementation
Typically: {PREFIX}-{YEAR}-{SEQUENCE}
Example: FAC-2026-00123
Sequential and unique per company

PDF Generation

Uses Barryvdh\DomPDF package:

Template: resources/views/worker/billing/pdf.blade.php
Paper: A4
Encoding: UTF-8 for international characters
Downloads with document number as filename

Managing Inventory - Enable products for sale and manage stock
Managing Orders - Create work orders to link to billing
Company Settings - Configure VAT percentage and company details for invoices
Worker Management - Grant billing permission to workers

Get Started

Core Concepts

User Guides

Features

​Overview

​What You Can Do

​Accessing Billing

​Understanding Document Types

​Cotización (Quote)

​Factura (Invoice)

​Document Source Types

​Reparación (Repair)

​Venta (Sale)

​Mixto (Mixed)

​Creating a Billing Document

​Line Item Fields

​Viewing Billing Documents

​Table Columns

​Viewing Document Details

​Generating PDF Invoices

​Understanding VAT Calculation

​VAT Excluded (Agregar IVA)

​VAT Included (IVA incluido)

​Automatic Stock Management

​Order Status Updates

​For Quotes (Cotización)

​For Invoices (Factura)

​Best Practices

​Troubleshooting

​Cannot Access Billing Module

​Product Not in Dropdown

​”Insufficient Stock” Error

​Customer Services Not Loading

​Cannot Link Order to Service Line

​PDF Generation Fails

​Technical Reference

​Controller Actions

​Data Models

​Document Number Format

​PDF Generation

​Related Features

Build docs developers (and LLMs) love

Overview

What You Can Do

Accessing Billing

Understanding Document Types

Cotización (Quote)

Factura (Invoice)

Document Source Types

Reparación (Repair)

Venta (Sale)

Mixto (Mixed)

Creating a Billing Document

Line Item Fields

Viewing Billing Documents

Table Columns

Viewing Document Details

Generating PDF Invoices

Understanding VAT Calculation

VAT Excluded (Agregar IVA)

VAT Included (IVA incluido)

Automatic Stock Management

Order Status Updates

For Quotes (Cotización)

For Invoices (Factura)

Best Practices

Troubleshooting

Cannot Access Billing Module

Product Not in Dropdown

”Insufficient Stock” Error

Customer Services Not Loading

Cannot Link Order to Service Line

PDF Generation Fails

Technical Reference

Controller Actions

Data Models

Document Number Format

PDF Generation

Related Features