Create and publish invoices with a hub key

This page covers creating, publishing and updating a case's invoices with a hub key. Paths are under https://prd-api-app.caseactive.com/v1/<hub id>/<case id>.

Calls

An invoice goes out in three steps: create it, add its lines, then publish it. Until it's published, its recipients don't see it and nobody is told. Once it's published, only its status can change.

Creating an invoice

curl -X POST https://prd-api-app.caseactive.com/v1/ca-7e6d5c4b3a2f10/cc-1a2b3c4d5e6f70/invoices \
  -H "Authorization: Bearer YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"name": "September legal services", "duration": {"due_date": "2026-10-15T17:00:00-04:00"}, "status": "open", "participants_ids": ["cu-4f1c2a9e8b7d60"], "invoice_number": "INV-1042", "host_ref_id": "acct-1042", "terms": "Net 15"}'

It answers 201 with the invoice_id, such as invoice::20261002143000_ab12cd34ef5678. Use it in paths as it is.

Line items

PUT /invoices/<invoice_id>/transactions sets every line, the tax and the discount at once:

{
  "transactions": {
    "transactions": [
      {"transaction_type": "charge", "description": "Consultation (hours)", "value": 35000, "quantity": 2},
      {"transaction_type": "charge", "description": "Court filing fee", "value": 30000}
    ],
    "discount": 0.1,
    "tax": 0.07
  }
}

• Each call replaces all the lines and both rates. A rate you leave out goes back to 0.
• The subtotal is the charges less the credits, never below 0. The discount comes off the subtotal, then the tax is added to what's left. Every amount is rounded to whole cents.
• The lines above make a subtotal of $1,000.00, a discount of $100.00, tax of $63.00 and a total of $963.00.

Changing or deleting it before publishing

PUT /invoices/<invoice_id> takes the same fields as creating it, but status, and changes only the ones you send. Send "" to clear description, invoice_number, po_number, terms or notes, and {} to clear notifications. DELETE /invoices/<invoice_id> deletes it. Neither works once it's published: void it instead.

Publishing

PUT /invoices/<invoice_id>/publish takes no body and answers 200.

• Each recipient is emailed a request to pay with a link to the invoice, or texted if they have no confirmed email, at once, unless instant_notify is false. It appears on their To DoTo Do The list on a case of things waiting for you, such as forms to fill in, documents to sign or events to confirm. and in their portal notifications.
• Reminders go out at each time in notifications still ahead. Nothing is sent at the due date, and the invoice can still be paid after it.
• The staff on the case are copied on the request and its reminders.

Your hub doesn't need Stripe to publish. To be paid online, it must be connected and switched on, and the total must be $1.00 or more; otherwise the client can view the invoice but not pay it online. See Connect Stripe to collect invoice payments.

Status

PUT /invoices/<invoice_id>/status takes status and, optionally, status_reason, a note kept with it.

When it's paid, online or by hand, or voided, the staff on the case are told, and completed_on is set. An invoice paid online reads paid with payment_gateway stripe; one marked paid here reads manual.

A key can't pay an invoice, or refund one. Refunds are made in the Admin Panel; see Refund a paid invoice.

Reading invoices

GET /invoices needs filter: all lists every invoice on the case, unpublished ones included, newest first, and self those the Virtual Assistant created. paid and unpaid list the caller's own, so they're always empty for a key. limit (default 20) and start_key page as every list does.

Each invoice holds:

To read invoices across every case, use a manage key; see Read invoices with a manage key.

If a call is refused

For the error body and the rest of the codes, see Handle API errors and status codes.