Invoices & Documents

Orb Ledger generates three kinds of documents tied to watch deals: outbound sale invoices issued to buyers, inbound purchase invoices received from suppliers, and broker commission statements. All three live in the Invoices hub and share the same status lifecycle, PDF download, and audit trail.

Invoices Hub

What it is. The central list of every invoice in your organization — sale invoices you issue, purchase invoices you receive, and broker commission statements. The hub shows real-time KPI totals (total outstanding, collected, and overdue count) and filters the list by type, status, or a free-text search on invoice number or contact name.

What you can do here.

• View the full invoice list across all types and statuses (Draft, Sent, Paid, Overdue, Cancelled).
• Filter by type: Sales (issued to buyers), Purchases (received from suppliers), Commissions (broker settlement statements).
• Sort by invoice number, template, contact, amount, status, or date.
• Download a PDF invoice or receipt directly from the list (receipt available on Paid/Partially Paid rows only).
• Navigate to the Invoice Builder or New Invoice form to create a new document.

Who can access. owner, admin, manager, staff, and viewer (read-only). Portal roles broker, investor, and seller have no access.

Invoice Builder

What it is. A fast-entry form with a live document preview for creating a new invoice on the fly. You pick a template (Retail, B2B Dealer, or Broker Commission), fill in the buyer/broker, add one or more watches with per-watch details, set payment terms, and see the finished document update in real time as you type. Totals are calculated to the cent using the same engine the server uses on save, so the preview exactly matches what gets stored.

What you can do here.

• Choose one of three approved templates:
  • Retail — end-client sale, sales tax applies at a configurable rate.
  • B2B Dealer — dealer-to-dealer resale, tax-exempt (requires a verified resale certificate on the buyer contact).
  • Broker Commission — commission settlement issued to a broker, classified as a sourcing fee or consignment sale.
• Pick the buyer or broker from your Contacts directory; their name and email pre-fill the document.
• Add one or more watches per invoice, each with brand, model, reference number, serial number, year, condition, and set inclusions.
• Set payment due terms (Upon Receipt, Net 7, Net 15, Net 30) and a free-text notes field printed on the document.
• See a full-page live preview of the document before saving; the invoice number is auto-assigned on save.
• Save directly to the Invoices hub; the system redirects to the invoice detail page on success.

Who can access. Creating a draft requires invoices.draft: owner, admin, manager, staff. Adding commission terms or marking a sale tax-exempt additionally requires invoices.approve, which is an owner-only capability — non-owners submitting those details are blocked at the API layer.

New Invoice (Manual Form)

What it is. A structured form for creating a sale or purchase invoice with full control over every field, including a watch auto-fill shortcut. Compared to the Invoice Builder, this form exposes phone and address fields, a salesperson name, and allows you to tie the invoice to an existing watch record in inventory.

What you can do here.

• Choose invoice type: Sale (issued to a buyer) or Purchase (received from a supplier).
• Select a watch from inventory to auto-fill line items: sold watches pull in sale price and buyer details; active inventory watches pull in the asking/purchase price.
• Set a due date, payment terms, and notes.
• Build line items manually with description, quantity, unit price, and per-line discount.
• Assign a salesperson name and, for sale invoices, a broker commission (contact + percentage).
• Mark the invoice as tax-exempt when the buyer has a verified resale certificate on file.
• Set a tax rate in the summary sidebar; the total is computed in real time.

Who can access. Same as Invoice Builder: owner, admin, manager, staff for drafting. Commission or tax-exempt fields require invoices.approve (owner-only by default).

Invoice Detail

What it is. The full view of a single invoice — status header, KPI strip (subtotal, tax, total due), a rendered version of the invoice document, and the complete action bar for managing that invoice through its lifecycle.

What you can do here.

• View the complete invoice document (rendered inline from frozen party snapshots for template-based invoices, or from live org branding for legacy/purchase rows).
• Update invoice status through its lifecycle: Draft → Sent → Paid or Partially Paid. Marking paid or partially paid requires explicit confirmation.
• Download the invoice as a PDF at any status, or download a receipt PDF once the invoice is marked paid or partially paid. Both are archived to storage on download.
• Download a wire transfer instructions PDF populated with your organization’s bank details from Settings.
• Submit a draft invoice for owner approval (available when the approval policy requires it and you hold approvals.request).
• Initiate crypto collection (USDC/USDT checkout link) directly from an unpaid invoice if your organization has banking enabled — requires banking.manage (owner-only).
• View the status of any linked crypto payment request and navigate to the buyer-facing checkout page.
• Navigate to the Approvals queue if the invoice requires review.

Who can access.

• View: owner, admin, manager, staff, viewer.
• Download PDF / mark as Sent: invoices.send — owner and admin by default.
• Mark Paid / Partially Paid: invoices.payment_status.manage — owner and admin.
• Edit commission terms or financial fields: invoices.approve — owner only.
• Delete (soft): invoices.delete — owner only.
• Crypto collection / wire instructions: banking.manage — owner only.
• Submit for approval: approvals.request — manager, staff.

Invoice Templates (Retail / B2B Dealer / Broker Commission)

What it is. Three approved document templates that control the structure, tax treatment, and branding of generated invoices and PDFs. Each template freezes your organization’s seller name, address, email, and bank wire details at the moment the invoice is created — so the PDF always matches what was agreed at issue time regardless of later settings changes.

What you can do here.

• Retail — includes itemized watch details (brand, model, reference, serial, year, condition, set inclusions), a sales tax line computed from a configurable rate, and your bank wire payment instructions.
• B2B Dealer — same watch detail columns; marked tax-exempt resale; accepts a buyer resale certificate reference number; no sales tax line. Requires the buyer contact to have a verified resale certificate status.
• Broker Commission — issued to a broker as a settlement statement; carries a commission percentage and arrangement type (sourcing fee or consignment sale); no bank wire block (it is a payable to the broker, not a receivable).

Who can access. Template selection is part of creating an invoice and follows the same access rules as Invoice Builder and New Invoice above.

Purchase Invoices (Inventory-Linked)

What it is. A reconciliation view for supplier invoices that cover multiple watches in a single purchase. Each purchase invoice record links to all the watches in inventory that were bought under it and to a single shared payable tracking what has been paid to the supplier.

What you can do here.

• See the total purchase amount, amount paid, and outstanding balance across all watches on one invoice.
• Review the payment status of the supplier payable (unpaid, partially paid, paid, cancelled) and its due date.
• Browse every watch covered by the invoice and link through to each watch’s detail page in Inventory.
• Open the original supplier invoice file if one was uploaded at the time of the purchase.

Who can access. Requires purchases.view: owner, admin, manager, staff.

Email Delivery

What it is. Sending an invoice PDF to the buyer by email from within the CRM. The PDF is generated from the sale record and delivered either to the buyer’s email on file or to an override address you specify.

What you can do here.

• Trigger an email delivery of the sale invoice PDF to the buyer.
• Override the recipient email address at send time if the contact record has no email or a different address is needed.
• The system records the send timestamp on the sale and creates an in-app notification confirming delivery.

Who can access. Requires invoices.send: owner and admin by default. Sending is also gated by the invoice approval policy — if the invoice requires approval, it must be approved before the email can be sent.