OpsHub - Office Manager

Overview

OpsHub - Office Manager with Invoicing, HR & Client Portal Suite Full-featured invoice management application with invoicing, quotations, payments (with advance/deposit handling), expense tracking, product catalog, HR management, support tickets, SMS notifications, and multi-language support. Single-tenant architecture, deployable on shared hosting — including subdirectory installs.

Key Features

• Invoice lifecycle: Draft → Sent → (Overdue) → Partially Paid → Paid
• Multi-tax engine (compound + deductible) with per-line discount support
• Client advance/prepayment management with auto-application to invoices
• Quotations with one-click conversion to invoices
• HR module: Departments, Designations, Employees, Payrolls, Tasks
• Support ticket system with replies
• SMS outbound messaging (Twilio / Vonage / Log)
• Email log with send option (auto-logs every outgoing email)
• 13 languages with RTL support for Arabic
• GDPR-compliant client portal (access, rectify, erase)
• Dynamic whitelabel/branding (logos, site name, favicon)
• Activity log with notification dispatch
• Invoice PDF designer (colors, labels, logo)
• REST API (Sanctum)

📸 Before Install

📸 Dashboard stats

📸 Language Selection

Tech Stack

Installation

Prerequisites

• PHP 8.2 or higher (with PDO, MySQL, cURL, mbstring, XML, BCMath, JSON, Tokenizer extensions)
• MySQL / MariaDB database server
• Apache or Nginx web server
• Composer (for dependency installation)

Manual Setup

1. Upload the script files to your web server.
2. Run composer install --no-dev in the script root.
3. Set webroot to public/ directory.
4. Navigate to your domain in a browser — the installer will launch automatically.

Web Installer (Recommended)

The application includes a 5-step web-based installer that guides you through setup. Simply visit your domain and the installer starts automatically.

Step 1: Welcome

Introduction screen with the application name and a "Start Installation" button.

Welcome Page

Step 2: Requirements Check

The installer checks PHP version (≥ 8.2) and required extensions (PDO, MySQL, cURL, mbstring, XML, BCMath, JSON, Tokenizer, Fileinfo). It also verifies directory permissions for storage/, bootstrap/cache/, and public/. Any failures are displayed with clear status indicators.

System Requirements

Step 3: Database Configuration

Enter your database credentials:

• Host — MySQL host (default: 127.0.0.1)
• Port — MySQL port (default: 3306)
• Database Name — The database to use (created beforehand)
• Username / Password — Database credentials

A connection test is performed before proceeding.

Database Configuration

Step 4: Admin Account & Configuration

Configure the application and create the admin user:

• Application Name — Your business name
• Application URL — Auto-detected from browser URL
• Admin Name / Email / Password — Super Admin credentials
Admin Account & Configuration


Step 5: Install

The installer executes all setup tasks with progress shown:

1. Write .env configuration file
2. Generate application encryption key
3. Run database migrations (creates all tables)
4. Seed default data (settings, roles, permissions, locations)
5. Create storage symlink
6. Create admin user account

Upon completion, you are redirected to the login page.

Installation Complete Page


📸 Login page

Deployment Guide

This guide covers deploying the application on cPanel-based shared hosting (Namecheap, Hostinger, etc.).

cPanel Deployment (Namecheap / Hostinger)

1. Prepare the Files

1. On your local machine, run composer install --no-dev --optimize-autoloader in the script root.
2. Create a ZIP archive of all files except .env (the installer creates it) and node_modules/.
3. Log in to your cPanel and open File Manager.
4. Navigate to public_html (or a subdirectory like public_html/invoice).
5. Upload the ZIP and extract it there.

📸 cPanel home

📸 cPanel File Manager

📸 Upload the ZIP archive

📸 Extract the archive

📸 Extraction complete

2. Set Folder Permissions

The web server needs write access to the following directories:

chmod 775 storage bootstrap/cache
chmod 775 storage/logs storage/framework/{views,cache,sessions}

In cPanel File Manager: right-click each folder → Change Permissions → set 0755 or 0775.

3. Create a MySQL Database

1. In cPanel, open MySQL Databases.
2. Create a new database (e.g., cpaneluser_invoice).
3. Create a database user with a strong password.
4. Add the user to the database with All Privileges.

📸 Create the MySQL database

📸 Create the database user

📸 Add the user to the database

📸 User privileges set to All Privileges

4. Point Document Root to public/

If deploying to a subdirectory (e.g., example.com/invoice), the .htaccess file in the script root handles internal routing automatically — no additional configuration needed.

If deploying to the domain root, set the document root to the public/ directory in cPanel's Domains section.

📸 Point the domain document root to public/

5. Run the Web Installer

1. Visit your domain in a browser (e.g., https://example.com/invoice).
2. The 5-step web installer will launch automatically.
3. Enter your database credentials (host: localhost, database name, username, password).
4. Complete the installation and log in with the admin credentials you set.

6. Post-Installation

• Clear config cache: php artisan config:clear via SSH or the Cron Jobs section in cPanel.
• Set up cron for scheduled tasks: Add the following cron job in cPanel → Cron Jobs:
  

  * * * * * /usr/bin/php /home/cpaneluser/public_html/artisan schedule:run >> /dev/null 2>&1

• Configure email: Go to Settings → Email in the app to set up SMTP.
• Enable HTTPS: Use cPanel's SSL/TLS or AutoSSL feature.

Namecheap cPanel-Specific Notes

• PHP version: Go to Select PHP Version and set it to PHP 8.2 or higher. Enable extensions: bcmath, curl, gd, intl, mbstring, pdo_mysql, xml, zip.
• Namecheap Stellar accounts run Apache with mod_rewrite enabled by default.
• If the installer shows a blank page, check storage/logs/laravel.log for errors — typically a missing PHP extension.
• Support documentation: Namecheap Laravel Installation Guide

Hostinger cPanel-Specific Notes

• PHP version: Go to PHP Configuration → set to PHP 8.2. Enable bcmath, curl, gd, intl, mbstring, pdo_mysql, xml, zip.
• Hostinger Business plans use LiteSpeed web server — mod_rewrite rules are handled automatically via .htaccess.
• Hostinger's PHPMyAdmin is available under Databases for manual database management.
• Support documentation: Hostinger Laravel Installation Guide

Apache Subdirectory Config (Legacy)

The application includes a .htaccess in both the script root and public/ to support subdirectory deployments (example.com/invoice). No additional Apache virtual host configuration is needed.

If you need to customize, create or modify public/.htaccess:

RewriteEngine On
RewriteCond %{REQUEST_FILENAME} !-f
RewriteCond %{REQUEST_FILENAME} !-d
RewriteRule ^ index.php [L]

Troubleshooting

Modules

Invoicing

The core module. Supports full invoice lifecycle with discount engine (per-line + invoice-level), multi-tax (deductible + compound), advance payments, and automatic status determination.

Line Total = qty × unit_price
  ↓
Line Discount (percentage|fixed)
  ↓
Taxable Amount = Line Total - Discount
  ↓
Deductible Taxes → calculated on taxable amount
Compound Taxes → calculated on (taxable + deductible)
  ↓
Item Total = taxable + deductible + compound
  ↓
Sum → Sub Total → Invoice Discount → Grand Total

📸 Invoice list

📸 Invoice create/edit form

📸 Invoice view page

📸 Invoice payment

Quotations

Draft → Sent → Accepted/Rejected → Converted to Invoice. Same item/tax structure as invoices. One-click conversion via QuotationService::convertToInvoice().

📸 Quotation create/edit form

Payments

Recorded against invoices. Supports cash payments and advance/deposit deductions. Multiple advances can be applied to a single payment. Overpayment protection — excess is first cut from cash, then from advance proportionally across all selected advances.

Payment receipt PDF available. Payment modes: Cash, Bank Transfer, Credit/Debit Card, Check, PayPal, Stripe, Other.

📸 Payment recording form

📸 Payment list

📸 Payment receipt PDF

📸 Payment methods

📸 Add payment method

Client Advances

Prepayments received from clients before invoicing. Statuses: unused → partially_used → fully_used. Applied automatically during invoice creation or manually via payment recording.

📸 Advances list

📸 Advance create

Expenses

Two-state status: pending | released. Categorized under expense categories. Supports partial payments via expense payments.

📸 Expenses list

📸 Expense create

Products

Auto-generated SKU (OM-00001). Categorizable under product categories. Searchable by name and SKU.

📸 Products list

📸 Product create

Clients

CRM records with optional portal access. Company name displayed from related Company model (via company_id) with fallback to free-text company_name. GDPR-compliant client portal with data export and account erasure.

📸 Client view page

📸 Client list

📸 Client create

📸 Client ledger

HR Module

📸 Employee list

📸 Employee create

📸 Department list

📸 Designation list

📸 Payroll list

📸 Payroll create

Tasks

Simple task management within HR. Statuses: pending, in_progress, completed, cancelled. Priorities: low, medium, high, urgent. Dashboard shows "My Tasks" widget.

📸 Tasks list

📸 Task create

Support Tickets

Client-facing support. Ticket → hasMany TicketReply. Statuses tracked per ticket. Dashboard integration.

📸 Tickets list

📸 Ticket create

SMS

Outbound SMS compose/send interface. Providers: Log (default), Twilio, Vonage. All sends recorded in sms_logs table. Configurable via SMS Settings page. Permissions: view_sms, send_sms, view_sms_settings, edit_sms_settings.

📸 SMS compose page

Email Logs

Every outgoing email is automatically recorded in the email_logs table — invoice/quotation/payment emails, OTP codes, password reset links, ticket replies, advances — showing recipient, subject, body, provider, and status. A Send Email page lets you compose a message to a client (or any address) directly. The default mail transport is PHP sendmail; if no sendmail binary is available on the host, sending falls back to the log transport automatically (messages are written to storage/logs and no sending is attempted). Permissions: view_email_logs, send_email.

📸 Email logs page

Settings

General Settings

Typed key-value store via SettingService. Includes invoice prefixes, company info, localization (date/time format, timezone, language), currency format (symbol, position, decimal/thousand separators).

📸 General settings

Whitelabel / Branding

Dynamic logo and site identity. Upload logos at /settings/whitelabel. Files stored in storage/app/public/whitelabel/ (symlinked from public/storage/whitelabel/).

Runtime override via WhitelabelServiceProvider reading whitelabel.* settings from DB. Configurable: site_name, footer_text, logo_dark, logo_light, logo_sm, favicon, auth_background.

📸 Whitelabel settings page

Email Settings

SMTP configuration stored in settings table. Mail driver, host, port, encryption, username, password, from address configurable via UI.

📸 Email settings page

SMS Settings

Provider selection + credentials. Supports Twilio (Account SID, Auth Token, From number) and Vonage (API Key, API Secret, From). Defaults to log provider.

📸 SMS settings page

Notification Preferences

Per-user opt-in/opt-out for email and in-app notifications. Types: invoice, expense, payment, task, ticket, ticket_reply. Default: all opted in.

📸 Notification preferences page

Invoice Designer

Customize PDF appearance: accent color (primary + secondary), labels (invoice, tax, total), show/hide logo. Live preview available.

📸 Invoice designer

Shortcut Settings

Up to 3 quick-access buttons in the topbar. Options: Invoices, Payments, Clients, Quotations, Advances, Expenses. Default: Invoices + Payments.

📸 Shortcut settings page

Location Management

Manage countries, states/regions, and cities. Hierarchical selection with AJAX-dependent dropdowns.

📸 Location management page

Reset System

Three reset operations on the settings page:

Full system reset requires typing the application name to confirm (:value parameter in the type-confirm translation key).

Additional Modules

Companies

Manage client companies with contact details.

📸 Company list

📸 Company add

Tax Rules

Configure tax rates with deductible/compound types.

📸 Tax rules

📸 Add tax rule

Reports

Invoice, payment, expense, and item reports with PDF/Excel export.

📸 Invoice reports

📸 Payment reports

📸 Reports Overview

Profile & Users

User profile settings and user management.

📸 Profile view

📸 Profile settings

📸 User list

📸 Roles

📸 Role edit

Activity Log & Notifications

Track all user actions and view notification popups.

📸 Activity log

📸 Notification popup

Client Portal (GDPR)

A self-service area for your clients at /client/login, protected by a dedicated clients auth guard (separate from staff users).

Access

• Login — clients sign in with their email or phone plus a password.
• OTP registration — clients who were added by staff (without a password) visit /client/register, enter their email or phone, and receive a 6-digit verification code by email (10-minute expiry, resend allowed). Entering the code sets their portal password and logs them in automatically. Registration is claim-only: only preset client records can register, and their existing email/phone cannot be changed (empty fields can be added). Staff user accounts follow the same OTP flow at /register (admins may create users with an empty password).
• Forgot password — clients click "Forgot Password" on the login page, receive a password reset link by email (60-minute expiry), and set a new password which logs them in automatically.
• Logout — available from the portal navigation.

📸 Client portal

📸 Client Registration portal

📸 Client verification portal

📸 Client verification Code email

Portal Features

• Dashboard — account summary with totals, recent invoices, and payment history.
• Invoices — view invoice list and details, including PDF download.
• Payments — view their payment history.
• Advances — view their advance/prepayment balance.
• Support tickets — open and reply to support tickets.
• Profile management — view and update contact details (name, email, phone, company, address).
• Change password — self-service password update.

📸 Client portal dashboard

GDPR Compliance

📸 Client GDPR Profile

How to Enable Portal Access

1. Create or edit a client under Clients.
2. Ensure the client has a valid email (or phone) address — no password is set by staff.
3. Client visits /client/register, enters their email or phone, and follows the OTP code verification to set their own password.
4. Clients log in at /client/login afterwards.

Localization

Languages (14)

Translation Files

Each language has a translation.php file with ~720 keys covering the full UI. The AppServiceProvider registers resources/lang/ as the translation namespace; all strings are accessed via __('translation.*').

Language Switching

Topbar dropdown → GET /index/{locale} → HomeController@lang() → maps code → stores in session → Localization middleware applies on every request.

📸 Language switcher dropdown

RTL Support (Arabic)

When Session::get('lang') === 'ae': <html dir="rtl"> is set, CSS overrides flip sidebar to right, swap margin/padding utilities, adjust DataTables and dropdowns.

Permissions & Roles

Roles

• Super Admin — All permissions, Gate override
• Manager — Most permissions
• Staff — Limited view/create subset

Permission Groups (73 total)

Invoices, Clients, Products, Payments, Expenses, Quotations, Advances, Tickets, Companies, Departments, Designations, Employees, Payrolls, Tasks, Activity Log, Email, SMS, Reports, Settings, Users.

Each group has view_, create_, edit_, delete_ permissions (REST-style).

📸 Roles & Permissions page

REST API

All endpoints authenticated via auth:sanctum middleware (token-based).

CLI Commands

Run Artisan commands from the script root using your PHP CLI binary.

php artisan migrate:fresh --seed    # Full reset
php artisan migrate:refresh --seed   # Refresh
php artisan db:seed --class=...      # Single seeder
php artisan tinker                   # Interactive shell
php artisan storage:link             # Create storage symlink
rm -f storage/framework/views/*.php  # Clear view cache

View Cache Note

View cache files may need clearing if you switch between different PHP users (e.g., CLI vs web server user).