Invoicing

Objective

Ensure every Hedge Edge revenue event has a corresponding valid invoice that meets HMRC requirements, every invoice is tracked to payment receipt, and overdue invoices are systematically followed up. Maintain a sequential, gap-free invoice numbering system and a complete audit trail from invoice generation to cash collection in Tide Bank.

When to Use This Skill

• •Automatic (Creem.io): Creem.io generates subscription invoices automatically this skill monitors their completeness and correctness
• •On-Demand: When a manual invoice is needed (enterprise deal, custom hedging setup, consulting, refund credit note)
• •Monthly: Reconcile all invoices issued vs. payments received. Produce aged debtor report.
• •Trigger-Based: When a Creem.io payment fails (invoice unpaid), when a customer requests an invoice copy, when a new enterprise/custom deal is closed by Sales Agent

Input Specification

Required Data Sources

1. •

   Creem.io (via CREEM_API_KEY):

   • •Automated invoices: invoice_id, customer_id, amount, currency, status (paid/unpaid/void), issued_date, due_date, line_items
   • •Payment links and hosted invoice pages
2. •

   Supabase (via SUPABASE_URL, SUPABASE_KEY):

   • •Table: invoices invoice_number, type (subscription/manual/credit_note), customer_id, amount, currency, vat_amount, status, issued_date, due_date, paid_date, tide_transaction_id, creem_invoice_id
   • •Table: users customer billing details (name, email, company, address, VAT number if applicable)
3. •

   Tide Bank (via TIDE_API_KEY):

   • •Inbound payments matched to invoices for payment confirmation
4. •

   Google Sheets (via GOOGLE_SHEETS_API_KEY):

   • •Invoice register / log for accounting integration

Input Parameters (Manual Invoice)

Step-by-Step Process

Step 1: Invoice Number Generation

1. •Hedge Edge invoice numbering format: HE-{YYYY}-{NNNNN}
   • •Example: HE-2026-00001, HE-2026-00002
   • •Sequential, gap-free within each calendar year
   • •Counter stored in Supabase: SELECT MAX(invoice_number) FROM invoices WHERE year = 2026
2. •For credit notes: HE-CN-{YYYY}-{NNNNN}
3. •Creem.io auto-invoices: store Creem invoice_id in creem_invoice_id field, assign Hedge Edge invoice number as wrapper reference

Step 2: Invoice Content (HMRC Compliance)

All invoices must contain (per HMRC VAT guidelines and UK invoicing requirements):

1. •Hedge Edge Details:
   • •Company: Hedge Edge Ltd
   • •Address: Office 14994, 182-184 High Street North, East Ham, London, E6 2JA
   • •Company Registration Number (if applicable)
   • •VAT Registration Number (when registered threshold £85K)
2. •Customer Details: Name, address, VAT number (if B2B)
3. •Invoice Details:
   • •Unique invoice number (HE-YYYY-NNNNN)
   • •Issue date
   • •Due date (issue date + due_days)
   • •Supply date (date service rendered)
4. •Line Items: Description, quantity, unit price, VAT rate, line total
5. •Totals:
   • •Subtotal (ex-VAT)
   • •VAT amount (if applicable 20% standard rate, or 0% for exports/non-UK digital services)
   • •Total (inc-VAT)
6. •Payment Details:
   • •Tide Bank account details (sort code, account number) for bank transfer
   • •Creem.io payment link (if applicable)
   • •Payment reference: invoice number

Step 3: VAT Treatment

Determine correct VAT treatment per customer:

Note: Most Hedge Edge customers are individual prop-firm traders (B2C). SaaS delivered digitally = service for VAT purposes.

Step 4: Invoice Generation & Delivery

1. •Subscription Invoices (Automated):
   • •Creem.io generates and delivers to customer email
   • •Finance Agent pulls invoice data via API, assigns HE invoice number, stores in Supabase
2. •Manual Invoices:
   • •Generate invoice PDF using template (company details pre-populated)
   • •Store in Supabase with all metadata
   • •Deliver to customer via email
   • •Log in Google Sheets invoice register
3. •Credit Notes:
   • •Reference original invoice number
   • •Negative line items for refunded amounts
   • •Adjust VAT accordingly
   • •Store and deliver same as invoices

Step 5: Payment Tracking

1. •For each outstanding invoice, check Tide Bank for matching inbound payment:
   • •Match by: amount (exact), reference (invoice number), counterparty, date (within due period)
   • •Partial payments: track remaining balance, update invoice status to partially_paid
2. •Invoice statuses: draft issued paid / partially_paid / overdue / oid / written_off
3. •Transition rules:
   • •issued overdue: Automatically when current_date > due_date and status paid
   • •overdue paid: When matching Tide payment received
   • •issued/overdue oid: Manual action (e.g., duplicate invoice)

Step 6: Overdue Invoice Management

1. •Day 1 overdue: Automated gentle reminder email
2. •Day 7 overdue: Second reminder with updated payment link
3. •Day 14 overdue: Escalation to Sales Agent for personal follow-up
4. •Day 30 overdue: Final demand letter, consider subscription suspension
5. •Day 60 overdue: Write-off consideration, escalate to founders

Step 7: Aged Debtor Report

Produce monthly:

Output Specification

Invoice Record (Structured JSON)

json { "invoice_number": "HE-2026-00001", "type": "subscription", "customer": { "id": "user_abc123", "name": "John Trader", "email": "john@example.com" }, "issued_date": "2026-02-01", "due_date": "2026-02-15", "line_items": [ { "description": "Hedge Edge Pro Plan - February 2026", "quantity": 1, "unit_price_usd": 30.00, "vat_rate": 0.00, "line_total_usd": 30.00 } ], "subtotal_usd": 30.00, "vat_usd": 0.00, "total_usd": 30.00, "status": "paid", "payment": { "date": "2026-02-01", "method": "creem", "creem_payment_id": "pay_xyz", "tide_transaction_id": "txn_abc" } }

Monthly Invoicing Summary

• •Total invoices issued (count and value)
• •Total collected vs. outstanding
• •Aged debtor breakdown
• •Credit notes issued
• •Overdue actions taken

API & Platform Requirements

Quality Checks

1. •Sequential Numbering: No gaps in HE-YYYY-NNNNN sequence. Validated on each invoice creation. Voided invoices retain their number (never reused).
2. •HMRC Compliance: Every invoice contains all mandatory fields per HMRC guidelines. Validated via checklist before issue.
3. •Payment Matching Accuracy: 98% of invoice payments auto-matched to Tide Bank transactions. Unmatched items resolved within 5 business days.
4. •Timeliness: Subscription invoices synced from Creem.io within 24 hours of payment. Manual invoices issued within 2 business days of request.
5. •Aged Debtor Health: No invoice >30 days overdue without documented follow-up action. Overdue amount <5% of total monthly billing.
6. •Credit Note Traceability: Every credit note references the original invoice number and has an approved reason (refund, billing error, goodwill).
7. •Data Consistency: Invoice totals in Supabase match Creem.io totals and tie to revenue tracking skill figures. Cross-check monthly.