issue-invoice

name: issue-invoice description: Create, issue, or generate invoices for AiTraining2U PLT. Use when asked to invoice a client, bill someone, create a quotation, or generate payment documents.

Issue Invoice

Workflow

1. Gather Details

Required fields — ask the user for anything missing, do not assume or fill in yourself:

Rules:

• If any required field is missing, stop and ask the user before proceeding
• Do not invent, estimate, or carry over details from a previous invoice
• Confirm ambiguous amounts (e.g. "is RM3,000 per pax or total?") before proceeding
• SST: apply 8% only if invoice date ≥ 1 March 2026; otherwise no SST

2. Get Next Invoice Number

import sqlite3, os
DB = os.path.expanduser("~/invoices.db")
conn = sqlite3.connect(DB)
c = conn.cursor()
year = 2026  # use current year
c.execute("UPDATE invoice_sequence SET last_no = last_no + 1 WHERE year = ?", (year,))
c.execute("SELECT last_no FROM invoice_sequence WHERE year = ?", (year,))
n = c.fetchone()[0]
conn.commit(); conn.close()
invoice_no = f"INV-ATU-{year}-{n:04d}"

3. Insert into DB

year = invoice_date[:4]
pdf_path = os.path.expanduser(f"~/Documents/AiTraining2U/Invoices/{year}/{invoice_no}.pdf")

conn = sqlite3.connect(DB)
c = conn.cursor()
c.execute("""
INSERT INTO invoices
  (invoice_no, invoice_date, due_date, client_company, client_attn,
   client_email, client_tel, client_address, subtotal, sst_rate, sst_amount, total, pdf_path)
VALUES (?,?,?,?,?,?,?,?,?,?,?,?,?)
""", (invoice_no, invoice_date, "Upon Receipt", client_company, client_attn,
      client_email, client_tel, client_address, subtotal, sst_rate, sst_amount, total,
      pdf_path))

for i, item in enumerate(items):
    c.execute("""
    INSERT INTO invoice_items (invoice_no, item_no, description, qty, unit_price, amount)
    VALUES (?,?,?,?,?,?)
    """, (invoice_no, i+1, item["description"], item["qty"], item["unit_price"], item["amount"]))

conn.commit(); conn.close()

4. Generate PDF

~/.local/bin/uv run --with reportlab python3 \
  ~/Agent_K_Telegram/skills/issue-invoice/scripts/build_pdf.py INV-ATU-YYYY-XXXX

• PDF saves to ~/Documents/AiTraining2U/Invoices/{YYYY}/{invoice_no}_{Company-Slug}.pdf
• Company slug: strip legal suffixes (Sdn Bhd, PLT, Berhad, Ltd), spaces → hyphens (e.g. Vynn-Capital, Kumpulan-Modal-Perdana)
• Year subfolder auto-created
• Script overwrites any existing file with the same invoice number — only the final copy is kept

5. Deliver

A. Telegram — send PDF to the channel the user is interacting from:

• User in Telegram group → send to group $TELEGRAM_GROUP_CHAT_ID
• User in Telegram DM or Claude Code / terminal → send to DM $TELEGRAM_DM_CHAT_ID
• Caption: invoice no., client, description, total
• Then explicitly ask: "Please review the invoice. Reply 'send', 'ok go ahead', or 'email it' to send to client."
• Do NOT proceed to email until user explicitly approves

B. Email to client — ONLY after user confirms (e.g. "ok send", "go ahead", "email it", "send to client"):

• To: client email (from invoice)
• CC (always): recipients from $CC_EMAILS (comma-separated)
• Subject: Invoice {invoice_no} | {workshop/service name} – AiTraining2U PLT
• Attachment: PDF from ~/Documents/AiTraining2U/Invoices/{YYYY}/{invoice_no}_{Company-Slug}.pdf
• Body: Professional HTML email (dark blue header matching invoice style) covering:
  • Greeting with client attn name
  • Invoice summary table (invoice no, date, description, total, payment terms)
  • Payment instructions block (from env vars $BANK_NAME / $BANK_ACCT_NAME / $BANK_ACCT_NO)
  • Request to use invoice number as payment reference
  • Sign-off: $COMPANY_CONTACT_NAME, $COMPANY_NAME, $COMPANY_EMAIL
• ALWAYS send via the custom script (NOT Gmail MCP — MCP strips the display name from From header):

  ~/.local/bin/uv run --with google-api-python-client --with google-auth \
    python3 ~/Agent_K_Telegram/skills/send-email/scripts/send_email.py \
    --to CLIENT_EMAIL \
    --cc $CC_EMAILS \
    --subject "SUBJECT" \
    --attach PATH_TO_PDF \
    --html 'HTML_BODY_STRING'
  

  This ensures the From header shows: Atlas (AiTraining2U) <atlas.aitraining2u@gmail.com>

⚠️ NEVER email the client without explicit user approval. Always wait for confirmation after sending the PDF preview to Telegram.

File hygiene rules (STRICT)

• Never save to ~/ root — always use the Invoices/{YYYY}/ folder
• Never keep intermediate or draft PDFs — if regenerating, the new file replaces the old one in-place
• Never create .xlsx drafts — PDF only, generated from build_pdf.py
• After sending via Telegram, no cleanup needed — the file in Invoices/{YYYY}/ is the master copy

Issuer Details (from environment variables — never change without user instruction)

• Company: $COMPANY_NAME
• Reg No: $COMPANY_REG
• SST No: $COMPANY_SST_NO (always show on invoice)
• Address: $COMPANY_ADDRESS
• Contact: $COMPANY_CONTACT_NAME
• Email: $COMPANY_EMAIL
• Bank: $BANK_NAME | $BANK_ACCT_NAME | $BANK_ACCT_NO
• Payment Terms: 7 Days Upon Receipt

Invoice Number Format

INV-ATU-YYYY-XXXX — sequential per year, managed via ~/invoices.db table invoice_sequence

SST Rules

• Invoice date < 1 Mar 2026 → no SST
• Invoice date ≥ 1 Mar 2026 → 8% SST on subtotal

Database

• Path: ~/invoices.db
• Tables: invoices, invoice_items, invoice_sequence
• Setup script: ~/Agent_K_Telegram/skills/issue-invoice/scripts/setup_db.py (run once if DB missing)

Accounting Fields (invoices table)