feat: Enhance time tracking by excluding billed entries from views and approval processes

app/timetracking/backend/router.py

@@ -1092,6 +1092,16 @@ async def get_customer_time_entries(customer_id: int, status: Optional[str] = No
             LEFT JOIN tmodule_cases c ON t.case_id = c.id
             LEFT JOIN tmodule_customers cust ON t.customer_id = cust.id
             WHERE t.customer_id = %s
+              AND t.billed_via_thehub_id IS NULL
+              AND (t.vtiger_data->>'cf_timelog_invoiced' IS NULL 
+                   OR t.vtiger_data->>'cf_timelog_invoiced' = '0'
+                   OR t.vtiger_data->>'cf_timelog_invoiced' = '')
+              AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+                   OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+                   OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+              AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+                   OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+                   OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
         """
         
         params = [customer_id]

app/timetracking/backend/vtiger_sync.py

@@ -670,17 +670,18 @@ class TimeTrackingVTigerService:
         - timelognumber: Unique ID (TL1234)
         - duration: Time in seconds
         - relatedto: Reference to Case/Account
-        - is_billable: '1' = yes, '0' = no
+        - isbillable: '1' = yes, '0' = no
         - cf_timelog_invoiced: '1' = has been invoiced
+        - billed_via_thehub_id: Hub order ID (in vTiger custom field)
         
         We only sync entries where:
         - relatedto is not empty (linked to a Case or Account)
         - Has valid duration > 0
-        
+        - isbillable = '1' (only billable entries)
-        NOTE: is_billable and cf_timelog_invoiced fields are not reliably populated in vTiger,
+        - cf_timelog_invoiced = '0' or NULL (not yet invoiced in vTiger)
-        so we sync all timelogs and let the approval workflow decide what to bill.
+        - billed_via_thehub_id = '0' or NULL (not yet billed via Hub)
         """
-        logger.info(f"🔍 Syncing all timelogs from vTiger with valid relatedto...")
+        logger.info(f"🔍 Syncing billable, uninvoiced timelogs from vTiger...")
         
         stats = {"imported": 0, "updated": 0, "skipped": 0, "errors": 0}
         
@@ -716,12 +717,49 @@ class TimeTrackingVTigerService:
             
             logger.info(f"✅ Total fetched: {len(all_timelogs)} Timelog entries from vTiger")
             
-            # We don't filter here - the existing code already filters by:
+            # Filter timelogs based on requirements:
-            # 1. duration > 0
+            # 1. isbillable = '1' (only billable)
-            # 2. relatedto not empty
+            # 2. cf_timelog_invoiced = '0' or NULL (not invoiced in vTiger)
-            # These filters happen in the processing loop below
+            # 3. billed_via_thehub_id = '0' or NULL (not billed via Hub)
+            # 4. cf_timelog_rounduptimespent = '0' or NULL (not manually invoiced in vTiger)
+            filtered_timelogs = []
+            filter_stats = {"not_billable": 0, "already_invoiced": 0, "billed_via_hub": 0, "manually_invoiced": 0}
             
-            timelogs = all_timelogs[:limit]  # Trim to requested limit
+            for tl in all_timelogs:
+                isbillable = tl.get('isbillable', '0')
+                invoiced = tl.get('cf_timelog_invoiced', '0') or '0'
+                billed_via_hub = tl.get('billed_via_thehub_id', '0') or '0'
+                billed_via_hub_vtiger = tl.get('cf_timelog_billedviathehubid', '0') or '0'
+                roundup_spent = tl.get('cf_timelog_rounduptimespent', '0') or '0'
+                
+                # Debug log first 3 entries to see actual values
+                if len(all_timelogs) <= 3 or len(filtered_timelogs) == 0:
+                    logger.info(f"🔍 DEBUG Timelog {tl.get('id')}: isbillable={isbillable}, cf_timelog_invoiced={invoiced}, billed_via_thehub_id={billed_via_hub}, billed_via_hub_vtiger={billed_via_hub_vtiger}, roundup_spent={roundup_spent}")
+                
+                # Track why we skip
+                if isbillable != '1':
+                    filter_stats["not_billable"] += 1
+                    continue
+                if invoiced not in ('0', '', None):
+                    filter_stats["already_invoiced"] += 1
+                    continue
+                if billed_via_hub not in ('0', '', None):
+                    filter_stats["billed_via_hub"] += 1
+                    continue
+                if billed_via_hub_vtiger not in ('0', '', None):
+                    filter_stats["billed_via_hub"] += 1
+                    continue
+                if roundup_spent not in ('0', '', None):
+                    filter_stats["manually_invoiced"] += 1
+                    continue
+                
+                # Only include if billable AND not invoiced AND not billed via Hub AND not manually invoiced
+                filtered_timelogs.append(tl)
+            
+            logger.info(f"🔍 Filtered to {len(filtered_timelogs)} billable, uninvoiced timelogs")
+            logger.info(f"   Skipped: {filter_stats['not_billable']} not billable, {filter_stats['already_invoiced']} already invoiced, {filter_stats['billed_via_hub']} billed via Hub, {filter_stats['manually_invoiced']} manually invoiced")
+            
+            timelogs = filtered_timelogs[:limit]  # Trim to requested limit
             logger.info(f"📊 Processing {len(timelogs)} timelogs...")
             
             # NOTE: retrieve API is too slow for batch operations (1500+ individual calls)

app/timetracking/backend/wizard.py

@@ -172,6 +172,13 @@ class WizardService:
                     detail=f"Time entry already {entry['status']}"
                 )
             
+            # Check if already billed
+            if entry.get('billed_via_thehub_id') is not None:
+                raise HTTPException(
+                    status_code=400,
+                    detail="Cannot approve time entry that has already been billed"
+                )
+            
             # Update entry
             logger.info(f"🔄 Updating time entry {approval.time_id} in database")
             update_query = """
@@ -185,6 +192,7 @@ class WizardService:
                     approved_at = CURRENT_TIMESTAMP,
                     approved_by = %s
                 WHERE id = %s
+                AND billed_via_thehub_id IS NULL
             """
             
             execute_update(
@@ -265,6 +273,13 @@ class WizardService:
                     detail=f"Time entry already {entry['status']}"
                 )
             
+            # Check if already billed
+            if entry.get('billed_via_thehub_id') is not None:
+                raise HTTPException(
+                    status_code=400,
+                    detail="Cannot reject time entry that has already been billed"
+                )
+            
             # Update to rejected
             update_query = """
                 UPDATE tmodule_times
@@ -274,6 +289,7 @@ class WizardService:
                     approved_at = CURRENT_TIMESTAMP,
                     approved_by = %s
                 WHERE id = %s
+                AND billed_via_thehub_id IS NULL
             """
             
             execute_update(update_query, (reason, user_id, time_id))
@@ -341,6 +357,13 @@ class WizardService:
                     detail="Cannot reset billed entries"
                 )
             
+            # Check if already billed via Hub order
+            if entry.get('billed_via_thehub_id') is not None:
+                raise HTTPException(
+                    status_code=400,
+                    detail="Cannot reset time entry that has been billed through Hub order"
+                )
+            
             # Reset to pending - clear all approval data
             update_query = """
                 UPDATE tmodule_times
@@ -352,6 +375,7 @@ class WizardService:
                     approved_at = NULL,
                     approved_by = NULL
                 WHERE id = %s
+                AND billed_via_thehub_id IS NULL
             """
             
             execute_update(update_query, (reason, time_id))
@@ -490,7 +514,9 @@ class WizardService:
                     SELECT c.id, c.title
                     FROM tmodule_times t
                     JOIN tmodule_cases c ON t.case_id = c.id
-                    WHERE t.customer_id = %s AND t.status = 'pending'
+                    WHERE t.customer_id = %s 
+                    AND t.status = 'pending'
+                    AND t.billed_via_thehub_id IS NULL
                     ORDER BY t.worked_date
                     LIMIT 1
                 """
@@ -558,6 +584,13 @@ class WizardService:
                       AND t.status = 'pending'
                       AND t.billable = true
                       AND t.vtiger_data->>'cf_timelog_invoiced' = '0'
+                      AND t.billed_via_thehub_id IS NULL
+                      AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+                           OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+                           OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+                      AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+                           OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+                           OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
                       AND cust.uses_time_card = false
                     ORDER BY t.worked_date, t.id
                 """
@@ -585,6 +618,13 @@ class WizardService:
                       AND t.status = 'pending'
                       AND t.billable = true
                       AND t.vtiger_data->>'cf_timelog_invoiced' = '0'
+                      AND t.billed_via_thehub_id IS NULL
+                      AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+                           OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+                           OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+                      AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+                           OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+                           OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
                     ORDER BY t.worked_date, t.id
                 """
             

migrations/061_update_timetracking_views_billed_filter.sql

@@ -0,0 +1,41 @@
+-- Migration: Update timetracking views to exclude billed entries
+-- Ensures that time entries with billed_via_thehub_id are not shown in pending counts
+
+-- Drop and recreate approval stats view to exclude billed entries
+DROP VIEW IF EXISTS tmodule_approval_stats CASCADE;
+CREATE VIEW tmodule_approval_stats AS
+SELECT 
+    c.id AS customer_id,
+    c.name AS customer_name,
+    c.vtiger_id AS customer_vtiger_id,
+    c.uses_time_card AS uses_time_card,
+    COUNT(t.id) FILTER (WHERE t.billable = true AND t.billed_via_thehub_id IS NULL) AS total_entries,
+    COUNT(t.id) FILTER (WHERE t.billable = true AND t.status = 'pending' AND t.billed_via_thehub_id IS NULL) AS pending_count,
+    COUNT(t.id) FILTER (WHERE t.billable = true AND t.status = 'approved' AND t.billed_via_thehub_id IS NULL) AS approved_count,
+    COUNT(t.id) FILTER (WHERE t.billable = true AND t.status = 'rejected') AS rejected_count,
+    COUNT(t.id) FILTER (WHERE t.billable = true AND t.status = 'billed') AS billed_count,
+    SUM(t.original_hours) FILTER (WHERE t.billable = true AND t.billed_via_thehub_id IS NULL) AS total_original_hours,
+    SUM(t.approved_hours) FILTER (WHERE t.billable = true AND t.status = 'approved' AND t.billed_via_thehub_id IS NULL) AS total_approved_hours,
+    MAX(t.worked_date) FILTER (WHERE t.billable = true AND t.billed_via_thehub_id IS NULL) AS latest_work_date,
+    MAX(t.last_synced_at) FILTER (WHERE t.billable = true AND t.billed_via_thehub_id IS NULL) AS last_sync
+FROM tmodule_customers c
+LEFT JOIN tmodule_times t ON c.id = t.customer_id
+GROUP BY c.id, c.name, c.vtiger_id, c.uses_time_card;
+
+-- Drop and recreate next pending view to exclude billed entries
+DROP VIEW IF EXISTS tmodule_next_pending CASCADE;
+CREATE VIEW tmodule_next_pending AS
+SELECT 
+    t.*,
+    COALESCE(c.vtiger_data->>'case_no', c.title)::VARCHAR(500) AS case_title,
+    c.status AS case_status,
+    c.vtiger_id AS case_vtiger_id,
+    cust.name AS customer_name,
+    cust.hourly_rate AS customer_rate
+FROM tmodule_times t
+JOIN tmodule_cases c ON t.case_id = c.id
+JOIN tmodule_customers cust ON t.customer_id = cust.id
+WHERE t.status = 'pending' 
+  AND t.billable = true
+  AND t.billed_via_thehub_id IS NULL
+ORDER BY cust.name, c.title, t.worked_date;

migrations/062_filter_invoiced_in_views.sql

@@ -0,0 +1,139 @@
+-- Migration: Filter out vTiger-invoiced entries from approval views
+-- Ensures that time entries already invoiced in vTiger are not shown in pending/approval flows
+-- Also filters entries with cf_timelog_rounduptimespent set (manually invoiced in vTiger)
+-- Also filters entries with cf_timelog_billedviathehubid set (billed via Hub in vTiger)
+
+-- Drop and recreate approval stats view to exclude vTiger-invoiced entries
+DROP VIEW IF EXISTS tmodule_approval_stats CASCADE;
+CREATE VIEW tmodule_approval_stats AS
+SELECT 
+    c.id AS customer_id,
+    c.name AS customer_name,
+    c.vtiger_id AS customer_vtiger_id,
+    c.uses_time_card AS uses_time_card,
+    COUNT(t.id) FILTER (WHERE 
+        t.billable = true 
+        AND t.billed_via_thehub_id IS NULL
+        AND (t.vtiger_data->>'cf_timelog_invoiced' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '0'
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '')
+        AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+        AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
+    ) AS total_entries,
+    COUNT(t.id) FILTER (WHERE 
+        t.billable = true 
+        AND t.status = 'pending' 
+        AND t.billed_via_thehub_id IS NULL
+        AND (t.vtiger_data->>'cf_timelog_invoiced' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '0'
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '')
+        AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+        AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
+    ) AS pending_count,
+    COUNT(t.id) FILTER (WHERE 
+        t.billable = true 
+        AND t.status = 'approved' 
+        AND t.billed_via_thehub_id IS NULL
+        AND (t.vtiger_data->>'cf_timelog_invoiced' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '0'
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '')
+        AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+        AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
+    ) AS approved_count,
+    COUNT(t.id) FILTER (WHERE t.billable = true AND t.status = 'rejected') AS rejected_count,
+    COUNT(t.id) FILTER (WHERE t.billable = true AND t.status = 'billed') AS billed_count,
+    SUM(t.original_hours) FILTER (WHERE 
+        t.billable = true 
+        AND t.billed_via_thehub_id IS NULL
+        AND (t.vtiger_data->>'cf_timelog_invoiced' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '0'
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '')
+        AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+        AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
+    ) AS total_original_hours,
+    SUM(t.approved_hours) FILTER (WHERE 
+        t.billable = true 
+        AND t.status = 'approved' 
+        AND t.billed_via_thehub_id IS NULL
+        AND (t.vtiger_data->>'cf_timelog_invoiced' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '0'
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '')
+        AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+        AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
+    ) AS total_approved_hours,
+    MAX(t.worked_date) FILTER (WHERE 
+        t.billable = true 
+        AND t.billed_via_thehub_id IS NULL
+        AND (t.vtiger_data->>'cf_timelog_invoiced' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '0'
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '')
+        AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+        AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
+    ) AS latest_work_date,
+    MAX(t.last_synced_at) FILTER (WHERE 
+        t.billable = true 
+        AND t.billed_via_thehub_id IS NULL
+        AND (t.vtiger_data->>'cf_timelog_invoiced' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '0'
+             OR t.vtiger_data->>'cf_timelog_invoiced' = '')
+        AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+             OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+        AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+             OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
+    ) AS last_sync
+FROM tmodule_customers c
+LEFT JOIN tmodule_times t ON c.id = t.customer_id
+GROUP BY c.id, c.name, c.vtiger_id, c.uses_time_card;
+
+-- Drop and recreate next pending view to exclude vTiger-invoiced entries
+DROP VIEW IF EXISTS tmodule_next_pending CASCADE;
+CREATE VIEW tmodule_next_pending AS
+SELECT 
+    t.*,
+    COALESCE(c.vtiger_data->>'case_no', c.title)::VARCHAR(500) AS case_title,
+    c.status AS case_status,
+    c.vtiger_id AS case_vtiger_id,
+    cust.name AS customer_name,
+    cust.hourly_rate AS customer_rate
+FROM tmodule_times t
+JOIN tmodule_cases c ON t.case_id = c.id
+JOIN tmodule_customers cust ON t.customer_id = cust.id
+WHERE t.status = 'pending' 
+  AND t.billable = true
+  AND t.billed_via_thehub_id IS NULL
+  AND (t.vtiger_data->>'cf_timelog_invoiced' IS NULL 
+       OR t.vtiger_data->>'cf_timelog_invoiced' = '0'
+       OR t.vtiger_data->>'cf_timelog_invoiced' = '')
+  AND (t.vtiger_data->>'cf_timelog_rounduptimespent' IS NULL 
+       OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '0'
+       OR t.vtiger_data->>'cf_timelog_rounduptimespent' = '')
+  AND (t.vtiger_data->>'cf_timelog_billedviathehubid' IS NULL 
+       OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '0'
+       OR t.vtiger_data->>'cf_timelog_billedviathehubid' = '')
+ORDER BY cust.name, c.title, t.worked_date;