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User Guide

Welcome to the India Basin invoice management platform. This guide covers every section of the application.

Dashboard (Invoices)

The main dashboard at / displays all consolidated invoices with summary analytics.

Summary Cards

Four KPI cards at the top show:

  • Total Invoices — count of all consolidated invoices
  • Total Amount — sum of all invoice amounts
  • Departments — total unique departments across all invoices
  • Avg. Days to Invoice — average days between service period end and invoice date

Charts

Below the summary cards you'll find visual breakdowns:

  • Spending by Department — bar chart showing total amounts per department
  • Invoice Timeline — line chart of invoice amounts over time
  • Department Distribution — pie chart of spending proportions

Invoice Table

The table lists every consolidated invoice with columns for:

  • Invoice Number
  • Invoice Date
  • Fiscal Quarter / Year
  • Total Amount
  • Department Count

Click any row to navigate to the invoice detail page.

Upload

Navigate to /upload to import new invoice data.

Supported Formats

The platform accepts CSV files containing consolidated invoice data with department sub-invoices and labor records.

Upload Process

  1. Click the upload area or drag-and-drop your CSV file
  2. The system parses the file and extracts invoice data
  3. A preview shows the parsed departments and labor records
  4. Click Commit to save the data to the database

Validation

During parsing, the system checks for:

  • Required fields (invoice number, date, amounts)
  • Date format consistency
  • Amount totals matching sub-invoice sums
  • Duplicate invoice numbers

Invoice Detail

Click any invoice from the dashboard to view its full breakdown at /invoices/:id.

Department Sub-Invoices

Each department section shows:

  • Department name and sub-invoice number
  • Service period (start and end dates)
  • Sub-total amount
  • Detail level (Personnel, Department Aggregate, or Privileged/Redacted)

Labor Records

Expand a department to see individual labor records:

  • Personnel name and title
  • Hours worked and hourly rate
  • Fringes and overhead amounts
  • Work description
  • Service date range

Compliance

The /compliance page is split into two tabs: Flagged Records and Rules.

Flagged Records

Records are automatically flagged when an active rule triggers — for example, services more than 365 days old, or sub-invoices that report only aggregate (no personnel-level) detail. Each row shows the rules that triggered it as small badges.

Sub-Invoice Flags

Department-level flags (currently: missing personnel detail) appear in their own list above the personnel records. This is where SFPUC and City Attorney sub-invoices surface, since they don't report time at the personnel level.

Rules Tab

The Rules tab lists every available rule. For each one you can:

  • Enable or disable it with the toggle.
  • Tune parameters (e.g., change the aging threshold from 365 days to a different value).
  • Re-run on all data to re-evaluate every invoice already in the system after a change.

Rules also run automatically every time a new invoice is committed during upload.

Status Workflow

Each record follows a compliance workflow:

  1. Flagged — initial state when an issue is detected
  2. Under Review — a reviewer is investigating the record
  3. Resolved — the issue has been addressed
  4. Waived — the issue has been acknowledged and waived

Bulk Status Update

Select multiple records using the checkboxes, then use the bulk action bar to change their status at once. Add optional notes that apply to all selected records.

Email Notifications

When a compliance status changes, stakeholders receive an email notification at the configured address. Configure the stakeholder email in the header of the Compliance page.

Audit Log

Every status change is recorded in the compliance audit log with:

  • Old and new status
  • Timestamp
  • Notes from the reviewer

Departments

The /departments page provides a department-centric view of spending.

Department Overview

See all departments across invoices with:

  • Total spending per department
  • Number of sub-invoices
  • Average sub-invoice amount

The collapsible sidebar provides access to all sections:

  • Invoices — main dashboard
  • Upload — import new data
  • Compliance — review flagged records
  • Departments — department analytics
  • Support — user guide and release notes

Dark Mode

Toggle between light and dark mode via the user menu in the sidebar footer.

Support

The /support page links to:

  • User Guide — this document
  • Release Notes — version history and changelog
  • Contact & Feedback — reach the India Basin team