Billing and Payments

1. Introduction & Overview
2. The 6 Document Models
3. Invoice
4. Quote
5. Report
6. Contract
7. Letter
8. Email Template
9. Editor & Creative Studio
10. Branding & Customization
11. WEBA Integration — Documents via AI
12. Automatic Calculations & Taxes
13. PDF Export & Sharing
14. Studio Notes
15. Business Use Cases
16. Troubleshooting & FAQ

Introduction & Overview

The GoWeBa Billing, Quotes & Creative Studio module transforms your CRM into a professional document production center. Forget external accounting software or generic Word templates — GoWeBa natively integrates the creation, branding, and export of six types of business documents. Creative Studio Philosophy The Studio takes a unified approach: one editor, six models, one consistent brand image. Every document automatically inherits your branding (logo, colors, contact details), ensuring a professional presentation with no layout effort.

Why Use the GoWeBa Studio?

• Native CRM: Documents linked to your CRM contacts — the client is pre-filled
• Unified branding: Logo, colors, contact details applied automatically
• Built-in AI: WEBA generates invoices, quotes, and reports from a simple conversation
• Instant PDF: High-quality PDF export in one click
• Automatic calculations: Subtotals, taxes (GST/QST), discounts calculated in real time
• 6 models: Invoice, quote, report, contract, letter, email template

The 6 Document Models

Each model has a specific data structure, a dedicated form, and an optimized HTML/PDF rendering. Here is a comparative overview: Model Selection

• Go to Studio → PDF Documents → New Document
• The 6 models are displayed as cards with icon and description
• Give your document a title
• Click the chosen model — the editor opens with the appropriate form 💡 WEBA can also create a document directly: "WEBA, create an invoice for Acme Corp, 5 hours of consulting at $150/hr."

Invoice

The invoice is the most used document in the Studio. It lets you bill your clients with a professional rendering, automatic tax calculations, and instant PDF export.

InvoiceData Structure

Party Information (PartyInfo)

The "From" and "To" fields use the same PartyInfo structure:

Billing Line Items (LineItem)

Each line includes: Per-line calculation: Line amount = quantity × unit price × (1 - discount/100) Subtotal = sum of all lines Tax = subtotal × tax rate / 100 Total = subtotal + tax

Entry Form

The invoice form is organized into logical sections:

• Details: Invoice number, issue and due dates, currency
• Parties: "From" and "To" information with all PartyInfo fields
• Items: Interactive table with add/remove lines, real-time calculation
• Terms: Tax rate, label, notes, terms, payment instructions 💡 "From" information is pre-filled from your organizational profile. "To" information can be linked to an existing CRM contact.

Billing Best Practices

• Numbering: Use a consistent format: INV-YYYY-NNNN (e.g., INV-2026-0001)
• Payment terms: Standard Net 30 in Quebec, customizable per your agreements
• Instructions: Include your Interac or bank details to speed up payment
• Taxes: Always include GST and QST numbers if applicable ⚠ GoWeBa is not a certified accounting software. Generated invoices serve as commercial documents. Consult your accountant for tax compliance.

Quote

The quote allows you to propose your services to a potential client with a professional document including scope, pricing, and terms.

QuoteData Structure

Typical Workflow

• Create a new "Quote" type document
• Fill in the introduction with your value proposition
• Add detailed pricing lines
• Describe the scope of work and assumptions
• Define next steps and the validity date
• Export to PDF and send to the client via Webabox

Quote to Invoice Conversion

When a quote is accepted, you can easily create an invoice based on the same pricing lines:

• Line items are reusable between quote and invoice
• Party information is preserved
• WEBA can assist: "WEBA, convert quote QT-2026-0015 to an invoice" 💡 Always include a validity date on your quotes to create a professional sense of urgency.

Report

The Report model lets you create structured analysis documents with an executive summary, custom sections, and a conclusion.

ReportData Structure

Report Sections (ReportSection)

Each section includes:

• heading: Section title (e.g., "Market Analysis")
• body: Text content or basic Markdown You can add as many sections as needed. The section order determines the order in the final PDF.

Report Use Cases

• Monthly report: Activity summary and key metrics
• Performance report: Marketing campaign results with ROI
• Consulting report: Needs assessment and recommendations
• Analysis report: Sales analysis and forecasts 💡 Ask WEBA: "WEBA, write a performance report for April based on CRM data." The AI will automatically structure the sections.

Contract

The Contract model lets you create structured legal agreements with clauses, terms, and signatures.

ContractData Structure

Common Contract Types

• Service agreement: Professional services agreement
• NDA: Non-disclosure agreement to protect sensitive information
• Employment contract: Hiring agreement with employment conditions
• Freelance contract: Agreement for self-employed workers / consultants

Clauses (ContractClause)

Each clause is defined by:

• title: Clause heading (e.g., "Scope of Work")
• body: Detailed clause text Clauses are automatically numbered in the PDF rendering. ⚠ Contracts generated by GoWeBa are templates. Always have your contracts reviewed by a legal professional before signing.

Letter

The Letter model lets you create professionally formatted correspondence with company letterhead.

LetterData Structure

Letter Types

• Business letter: Commercial proposals, meeting follow-ups
• Cover letter: Cover letter accompanying a resume
• Recommendation letter: Professional recommendation for a colleague
• Notice letter: Formal notice (demand letter, contract termination)
• Thank-you letter: Thank-you after a meeting or purchase 💡 WEBA writes professional letters: "WEBA, write a thank-you letter for Jean-Pierre Lavoie following our May 3 meeting."

Email Template

The email template model lets you create reusable HTML templates for your marketing campaigns and automated communications.

EmailTemplateData Structure

Template Categories

• Marketing: Promotions, product launches, events
• Transactional: Order confirmations, receipts, notifications
• Newsletter: Weekly or monthly news
• Welcome: New client or user onboarding
• Follow-up: Post-quote reminders, appointment reminders 💡 Studio email templates can be used with the Campaigns module (Module 15) for personalized mass sends.

Editor & Creative Studio

The Studio editor is the heart of the document production system. It offers a unified experience for all document types.

Editor Interface

The editor is organized into two main zones:

• Input zone: Structured form adapted to the document type (left or main)
• Preview zone: Real-time HTML rendering of the final document (right or modal)

Editor Features

• Auto-save: Any form change updates the rendering instantly
• Contextual forms: Each document type has its own form sections
• Line manipulation: Add/remove lines in billing tables
• AI assistance: WEBA can modify content in conversation
• Document status: Documents move from Draft to Finalized

Document Statuses

Studio Notes

The Studio also includes an internal notes system (StudioNote):

• Create notes related to your creative work
• Share notes with your organization members (isShared)
• Ideal for drafts, ideas, and references before creating a formal document

Branding & Customization

Every document automatically inherits your visual identity through the BrandingInfo structure.

Branding Elements (BrandingInfo)

Branding Application

Branding is automatically applied by the rendering engine (render.ts):

• Logo positioned at the top left of each document
• Primary color used for headers and borders
• Accent color for highlight elements (totals, buttons)
• Organization name and website in the footer
• Visual consistency across all document types 💡 Configure your branding once in your organization settings — it will be automatically applied to all your documents.

WEBA Integration — Documents via AI

One of the most powerful Studio features is WEBA's ability to create and refine documents through simple conversation.

Document Creation by WEBA

WEBA can detect the intent to create a document and extract the necessary information from your message: Example WEBA commands:

• "WEBA, create an invoice for Techno Plus, 20 hours of development at $125/hr, due in 30 days"
• "WEBA, prepare a quote for Boutique Éco's website redesign project, estimated budget $15,000"
• "WEBA, write a monthly performance report for March 2026"
• "WEBA, create an NDA service agreement with Innovations Laval"
• "WEBA, write a thank-you letter for Marie-Claude after our meeting"

WEBA Process (document-actions)

WEBA uses a two-step process:

• Detection & Extraction: WEBA analyzes your message and identifies the desired document type, then extracts the structured data (parties, amounts, dates, etc.)
• Automatic creation: WEBA creates the document in the Studio with the extracted data, ready for review

Refinement by Conversation

After initial creation, you can refine the document:

• "WEBA, add a line for 5 software licenses at $200 each"
• "WEBA, change the due date to July 15"
• "WEBA, add a confidentiality clause to the contract" 💡 WEBA draws from your CRM: if you mention an existing contact, their details are automatically pre-filled in the document.

Automatic Calculations & Taxes

The calculation system is shared between invoices and quotes (computeTotals function).

Calculation Logic

For each line item: Gross amount = quantity × unit price Discount = gross amount × (discount percentage / 100) Net amount = gross amount - discount

Totals: Subtotal = sum of net amounts for all lines Tax = subtotal × (tax rate / 100) Total = subtotal + tax

Tax Configuration by Province/Country

Currency Formatting

The formatMoney function formats amounts according to the selected currency:

• $1,250.00 CA for CAD
• $1,250.00 for USD
• €1,250.00 for EUR Formatting uses the Intl.NumberFormat API for professional localized rendering.

PDF Export & Sharing

PDF Export

Each document can be exported as a high-quality PDF:

• The document is first rendered as branded HTML by the render.ts engine
• The HTML is converted to PDF via the GoWeBa PDF generation API
• The PDF is stored as a FileAsset linked to the document (exportedAt timestamp)
• The file is available in WebaDrive for download or sharing

Sharing

• By email: The PDF can be attached to an email via Webabox
• By link: Share a secure link to the file in WebaDrive
• Direct download: Download the PDF for printing

Export History

Each document retains the date of its last export (exportedAt). The associated FileAsset (fileAssetId) lets you find the PDF in WebaDrive.

Studio Notes

In addition to formal documents, the Studio offers a lightweight notes system.

Note Characteristics

Use Cases

• Prepare report content before formalizing it
• Note client requirements during a call
• Share clause templates with your team
• Keep pricing references for billing

Business Use Cases

Consultant / Freelancer

Scenario: Marie, a marketing consultant, completes an assignment for a client.

• Marie asks: "WEBA, create an invoice for Design Montréal, 40 hours of strategic consulting at $150/hr"
• WEBA creates the invoice with the client's details (CRM contact), Marie's branding, and GST+QST calculations
• Marie reviews, adjusts a line, exports to PDF
• She sends the PDF directly via Webabox Total time: 3 minutes instead of 30 minutes with traditional software.

Web Agency — Project Quote

Scenario: The agency prepares a quote for a website redesign project.

• Creation of a detailed quote with scope of work
• Pricing lines: design (20 hrs × $120), development (60 hrs × $100), testing (10 hrs × $90)
• Inclusion of assumptions, exclusions, and next steps
• PDF export and send to client
• If accepted, quick conversion to phased invoices

Law Firm — Contracts

Scenario: A lawyer needs to create an NDA for a new client.

• "WEBA, create an NDA contract with Industries Laval, governing law Quebec"
• WEBA generates an NDA with standard confidentiality clauses
• The lawyer customizes specific clauses
• PDF export for signature (E-Signature module — Module 13)

Project Manager — Reports

Scenario: Weekly progress report production.

• "WEBA, create a project report for the week of May 4"
• WEBA structures: executive summary, progress, risks, next steps
• The manager completes with specific data
• Distribution to stakeholders via WebaDrive link

Troubleshooting & FAQ

Common Issues

FAQ

Q: Can I customize the PDF template beyond branding? A: Branding (logo, colors, contact details) is configurable. PDF templates use a GoWeBa-optimized rendering. For advanced customizations, contact support. Q: Are GoWeBa invoices compliant with tax requirements? A: GoWeBa generates professional commercial documents including all required information (tax numbers, detailed amounts). However, for accounting and tax compliance, always consult your accountant. Q: How many documents can I create? A: There is no limit to the number of documents. Storage is included in your organizational plan. Q: Can I duplicate an existing document? A: Yes, you can use an existing document as a base for a new one. WEBA can also help: "WEBA, create an invoice similar to INV-2026-0042 for a new client." Q: How do I find an old document? A: Go to Studio → PDF Documents. Use filters by type (Invoice, Quote, etc.) and by status. Title search is also available. Q: Can WEBA write the content of a full report? A: Yes, WEBA can structure and write the content of your reports from CRM data, text instructions, or a brief. Always review generated content for accuracy. Q: Are email templates compatible with the Campaigns module? A: Yes, templates created in the Studio can be used for email campaigns (Module 15 — Marketing Campaigns). Q: How do discounts work? A: The discount is applied per line as a percentage (0–100). For example, a 10% discount on a $1,000 line gives $900. Tax is calculated on the post-discount amount.

This document is part of the GoWeBa Operations Bible. Module 07 — Billing, Quotes & Creative Studio