Statements

Generate and manage time billing statements stored in Google Drive.

The Statements feature lets you generate PDF invoices from billable activities and manage them in Google Drive.

Overview

Time Billing Statements are PDF documents generated from billable activities. This feature provides:

Generate statements - Create PDF invoices from the Activities page
Browse statements - Navigate by year and month folders
View PDFs - Open statements directly in Google Drive
Delete statements - Remove PDFs and reset activity billing status

Generating Statements

Statements are generated from the Activities page:

Navigate to Activities
Filter to show unbilled activities (use the Billing Status filter)
Select activities to include (checkbox)
Click "Generate Statement"
System groups activities by client and creates a PDF for each
PDFs are uploaded to Google Drive and activities are marked as "billed"

What's Included in a Statement

Each PDF includes:

Company header and contact info
Client name and billing address
Date range of activities
Table of activities (date, designer, description, hours, amount)
Total hours and total amount

Invoice Numbering

Invoice numbers are sequential per organization:

Production invoices start at 1000
Each statement gets the next available number
Numbers are never reused

Accessing Statements

Navigate to Statements in the team sidebar. This feature requires the activity_tracker program to be enabled for your organization.

Interface

Year/Month Selection

Select Year - Choose from available years (folders in Google Drive)
Select Month - Choose from available months within that year
View Statements - See all statement PDFs for the selected period

Statement Table

Column	Description
Checkbox	Select for bulk operations (if permitted)
Name	Statement filename
View	Link to open PDF in Google Drive
Created	When the statement was generated

Permissions

Permission	Requirement
View Statements	Team member access
Delete Statements	`activities.manage` permission

Only users with the activities.manage permission can see and use the delete functionality.

Deleting Statements

When you delete a statement:

Select - Check one or more statements
Click Delete - First click shows confirmation
Confirm - Second click executes deletion

What Happens on Delete

Database Update - Invoice URLs are cleared from associated activities in organization_activities
Google Drive - The PDF file is deleted from Google Drive
Refresh - The statement list refreshes to show updated state

Google Drive Structure

Statements are organized in Google Drive as:

Statements Root Folder/
├── 2025/
│   ├── January/
│   │   ├── Client Name - January 2025.pdf
│   │   └── Another Client - January 2025.pdf
│   ├── February/
│   │   └── ...
│   └── ...
└── 2024/
    └── ...

The root folder ID is configured in the environment variables.

API Endpoints

The Statements feature uses these API routes:

Endpoint	Method	Purpose
`/api/statements/pull-from-drive`	GET	List folders or files from Google Drive
`/api/statements/delete-statement`	POST	Clear invoice URLs in database
`/api/statements/delete-drive-files`	POST	Delete files from Google Drive

Environment Variables

Variable	Purpose
`GOOGLE_SERVICE_ACCOUNT_KEY`	Service account for Drive API access
`STATEMENTS_ROOT_FOLDER_ID`	Google Drive folder ID for statements

Error Handling

Error	Cause	Solution
"Failed to fetch years"	Drive API error or missing folder	Check folder ID and service account
"Failed to fetch months"	Year folder doesn't exist	Verify Drive structure
"Database update failed"	Supabase connection issue	Check database connectivity
"Drive deletion failed"	File permissions or already deleted	File may have been manually removed

Activity Tracker - Source of billable activities
Time Insights - View billable time before generating statements
Client Accounts - Clients for statement generation

Future Enhancements

Email statements directly to clients
Statement templates customization
Payment instructions on statements