OUT-3840: bill company invoices to earliest active client when company name is off

[SandipBajracharya]

Summary

Fixes OUT-3840. When Use company name is off and an invoice is billed to a company (no clientId), the contact sync previously threw Cannot use company name of placeholder company for invoice for every such invoice — even non-placeholder companies. It now falls back to billing the earliest active client of the company.

Changes

• Add getEarliestActiveClient (src/lib/copilot/utils.ts) — filters clients to status === 'active' and picks the earliest by createdAt.
• Rework the billing-target resolution in SyncedContactsService#getSyncedContact:
  • off + company → earliest active client (throws No active client found for company if none)
  • on + company → company name (still rejects placeholder companies)
  • client present (either flag) → bill that client directly
• Clarity cleanup: simplify the branch conditions, fix misleading comments, rename tempClientId → billedClientId.

Billing matrix

Use company name	Billed to	Result
on	company	company contact
on	client	client contact
off	company	earliest active client
off	client	client contact

Notes

• Client status values are notInvited / invited / active; only active is selected.
• Behavior change vs main: flag-on invoices billed to an individual client now sync as the client contact (previously the company). Existing customers synced as company contacts under the old logic may get a new client contact created in Xero — no backfill.

Verification

• pnpm typecheck ✅
• pnpm lint ✅

🤖 Generated with Claude Code

[linear-code]

OUT-3840

[vercel]

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Project	Deployment	Actions	Updated (UTC)
xero-integration	Ready	Preview, Comment	Jun 9, 2026 5:34am

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[greptile-apps]

Greptile Summary

This PR fixes a regression where useCompanyName=off invoices billed to a company (no clientId) incorrectly threw the "placeholder company" error for every company. The fix adds a new getEarliestActiveClient helper and restructures getSyncedContact into three explicit branches based on the flag and whether a clientId is present.

• New helper (src/lib/copilot/utils.ts): filters clients by status === 'active' and picks the earliest by createdAt using Date object comparison, correctly handling timezone-offset strings.
• getSyncedContact rework: introduces billedClientId to track the resolved contact ID; DB queries and the stale-row delete all consistently derive their target from useNonPlaceholderCompanyName || !billedClientId; the useCompanyName=on + clientId path now bills to the client rather than the company, as noted.
• getCompanyClients uses limit: 10000 (pre-existing pattern), which is sufficient for typical portal sizes without requiring pagination.

Confidence Score: 5/5

Safe to merge — the three billing branches are logically sound, DB query conditions derive consistently from the resolved state, and the getEarliestActiveClient helper handles all edge cases including empty lists and timezone-aware timestamps.

The billing-target resolution was cleanly restructured into three explicit, non-overlapping branches. The billedClientId rename carries the resolved identity correctly through every DB read, delete, and log call. The getCompanyClients call uses the pre-existing limit: 10000 pattern. No data path produces wrong state or silently drops errors.

No files require special attention.

Important Files Changed

Filename	Overview
src/lib/copilot/utils.ts	Adds getEarliestActiveClient — filters clients to active status then picks the earliest by createdAt using proper Date object comparison; logic is correct and handles the empty-array edge case.
src/features/invoice-sync/lib/SyncedContacts.service.ts	Reworks billing-target resolution in getSyncedContact — three clear branches (no company name + no clientId, company name on + no clientId, clientId present); DB query conditions and delete path follow correctly from useNonPlaceholderCompanyName/billedClientId state.

Flowchart

%%{init: {'theme': 'neutral'}}%%
flowchart TD
    A[getSyncedContact\nclientId?, companyId] --> B{clientId\npresent?}
    B -- No --> C{useCompanyName?}
    C -- off --> D[getCompanyClients companyId\ngetEarliestActiveClient]
    D --> E{active client\nfound?}
    E -- No --> F[throw: No active client\nfor company 400]
    E -- Yes --> G[billedClientId = client.id\nuserType = CLIENT]
    C -- on --> H[getCompany companyId]
    H --> I{isPlaceholder?}
    I -- Yes --> J[throw: Cannot use company name\nof placeholder 400]
    I -- No --> K[useNonPlaceholderCompanyName = true\nuserType = COMPANY]
    B -- Yes --> L[billedClientId = clientId\nuserType = CLIENT]
    G --> M[Query syncedContacts\nby billedClientId / CLIENT]
    K --> N[Query syncedContacts\nby companyId / COMPANY]
    L --> O[Query syncedContacts\nby clientId / CLIENT]
    M & N & O --> P{Row found &\nXero contact valid?}
    P -- Yes --> Q[validateXeroContact\nreturn contact]
    P -- No --> R[Delete stale row\ncreateContact]

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_{Reviews (2): Last reviewed commit: "refactor(OUT-3840): address PR review fe..." | Re-trigger Greptile}

[SandipBajracharya]

@greptileai