Rotaract Club Invoice Calculator

Browser-based estimator for Rotaract club membership dues invoices (Rotary International), built for Rotaract South Asia MDIO (RSAMDIO).

Live site: https://dues.rsamdio.org/

Figures are estimates only. Official invoices come from Rotary (My Rotary). Dues are calculated as of January 1 of the selected invoice year.

Stack

Item	Detail
App	Vanilla HTML, CSS, JavaScript (no npm app toolchain)
UI	Tailwind CSS (CDN) + styles.css / styles.min.css
Auth / data	Firebase Auth (Google + Anonymous for live /learn join) + Cloud Firestore + Realtime Database (asia-southeast1)
Firebase project	clubinvoicecalculator
PDF	Web Worker (pdf-worker.js) with jsPDF + autoTable
Admin	admin.html (access gated by admins/{uid} docs; Workshop Hosts tab)
Learn	/learn/ worksheet + /learn/host.html live-session console

Features

• Member roster: add, edit, remove; join/leave dates; club base (Community-Based $8 / University-Based $5)
• Live dues math: annual + prorated breakdowns, tax %, USD→local rate
• Bulk import: Excel/CSV upload, or public Google Sheets link (Anyone with the link can view)
• PDF report: Generate Detailed Report downloads a full estimate with roster breakdown
• Cloud backup (optional): Google sign-in; manual Save to Cloud only (nothing autosaves). Button shows Unsaved / Saving / Saved while signed in
• Sign-in conflict: if cloud data exists, choose current session or load from cloud
• First-visit help: instructions modal matching the current UI flow
• Rotaract Club Invoice Basics: eight-stage worksheet at /learn/ (self-paced on-device, or live session via a 6-digit host code). Same $8 / $5 January 1 model as the calculator.

Repository layout

ClubInvoiceCalculator/
├── index.html              # Main calculator
├── admin.html              # Admin dashboard + Workshop Hosts
├── app.js / app.min.js     # Core app logic
├── learn/                  # Rotaract Club Invoice Basics worksheet + host console
├── faq.html / how-ri-dues-work.html
├── llms.txt / sitemap.xml / robots.txt
├── modules/
│   ├── calculations.js     # Dues math (also mirrored in app.js)
│   └── security.js         # Validation / sanitization (also mirrored in app.js)
├── pdf-worker.js           # PDF generation worker
├── firebase-config.js      # Client Firebase config (includes RTDB URL)
├── firebase.json           # Firestore + RTDB + Functions
├── database.rules.json     # Live-session RTDB rules
├── firestore.rules         # users, admins, workshopHosts
├── styles.css              # Custom styles
├── build_minify.py         # Generates *.min.css / *.min.js
├── firestore.indexes.json  # Composite indexes for admin queries
├── vendor/                 # Local libs (jspdf, xlsx, papaparse, autotable)
├── privacy.html / terms.html
├── fc66e32136887908af4a8222ec18b665.txt # IndexNow verification key
└── scripts/
    └── submit-indexnow.mjs # Instant search engine submission (Bing, Yandex)

Quick start

1. Clone

   git clone https://github.com/rsamdio/ClubInvoiceCalculator.git
   cd ClubInvoiceCalculator

2. Serve locally over HTTP
   Do not rely on file://. Use any static server so modules, workers, and Sheets import work:

   python3 -m http.server 8080

   Then open http://localhost:8080.

3. Firebase (if using your own project)
   Update firebase-config.js (keep databaseURL on the asia-southeast1 RTDB), enable Google Authentication, Anonymous Authentication (live /learn join), Firestore, and Realtime Database. Deploy rules from this repo:

   firebase deploy --only database,firestore:rules,functions --project clubinvoicecalculator

   Note: The frontend is hosted on Netlify, so you do not need to deploy hosting via Firebase CLI.

4. After editing JS or CSS

   python3 build_minify.py

   Regenerates styles.min.css, app.min.js, modules/*.min.js, and pdf-worker.min.js.

   Note: index.html may mix minified and unminified script tags (for example styles.min.css + app.js). Confirm script/stylesheet references before a production deploy.

5. Notify search engines (IndexNow) After deploying changes to Netlify, push updated URLs to Microsoft Bing, Yandex, etc.:

   node scripts/submit-indexnow.mjs

Usage

Add members

1. Fill Add New Member (name, club base, join date, optional leave date).
2. Click Add Member. Totals update immediately.

Bulk import

1. Download the CSV template, or make a copy of the Google Sheets template.
2. Upload .xlsx / .xls / .csv, or paste a public Sheets URL.
3. Review the preview, then confirm. Rows are appended to the current roster (not replaced).

Invoice summary

1. Set invoice year, tax %, and currency rate at the top.
2. Review USD and local totals (including Annual + Prorated and tax lines).
3. Click Generate Detailed Report for the PDF.

Cloud data

• Sign in from the top bar (optional for calculating).
• Click Save to Cloud to back up. Changes are not written until you save.
• On sign-in with existing cloud data, pick current session or load from cloud.
• Reset Roster clears the session roster after confirmation (does not by itself update the cloud).

Rotaract Club Invoice Basics (/learn/)

1. Open Rotaract Club Invoice Basics.
2. Learn at my own pace keeps answers on the device. No Google account.
3. Join a live session uses the 6-digit code from a host. Email is for follow-up only, not a login.
4. Hosts sign in at /learn/host.html. Calculator admins can host; other hosts are invited from Admin → Workshop Hosts.
5. The host console is two steps: all of your sessions, then that session’s classroom board. Other hosts cannot see your rooms.

Data model

Member (users/{uid}.memberRoster[])

{
  id: string,          // e.g. "member-{timestamp}"
  name: string,
  joinDate: "YYYY-MM-DD",
  leaveDate: string,   // optional, ""
  memberType: "Community-Based" | "University-Based"
}

Settings (users/{uid}.settings)

{
  taxPercentage: number,  // default 18
  currencyRate: number,   // default 96
  invoiceYear: string
}

Invoice summaries (users/{uid}.invoiceSummaries[])

Logged when a PDF is generated for a signed-in user. Kept to the 10 most recent entries.

Collections

Collection	Doc ID	Purpose
users	Firebase UID	Roster, settings, invoice summaries, profile fields
admins	Firebase UID	Admin access (admin.html); document existence = admin
workshopHosts	Firebase UID	Learn-session hosts (admins can host without this doc)

Firestore rules

Canonical rules live in firestore.rules and are deployed with:

firebase deploy --only firestore:rules --project clubinvoicecalculator

Do not deploy Pulse/RSAQA rules to this Firebase project. Bootstrap the first admin by creating admins/{uid} in the Console.

Model summary (matches firestore.rules)

// users/{uid}: owner create/read/update; admin read/write/delete
// admins/{uid}: self-read for gate; admin create/update; delete others only (not self)
// workshopHosts/{uid}: self-get or admin; list/write admin only

Older README snippet is superseded by the committed firestore.rules file.

Realtime Database rules

Canonical rules live in database.rules.json:

firebase deploy --only database --project clubinvoicecalculator

Live rooms live at rooms/{6-digit-code}. Each host only lists rooms under hostRooms/{theirUid}. Participants join with Anonymous Auth and can write only their own participant node while the room is open.

Dues rules (summary)

Club base	Annual dues (USD)
Community-Based	$8
University-Based	$5

Core function: calculateIndividualDue(joinDate, clubBase, invoiceYear, leaveDate).

Implemented in both modules/calculations.js and app.js. Keep them in sync when changing proration logic.

High-level behavior:

• Invoice year = January 1 of the selected year
• Join on 1 January of the invoice year → full-year Annual Dues on that invoice
• Join after 1 January of the invoice year → $0 on that invoice (Pro Rata Dues start the following year)
• Join on 1 January of the prior year → full-year Annual Dues only on the next invoice (no 12-month Pro Rata Dues)
• Mid-year leave after January 1 does not reduce the January 1 snapshot invoice

Troubleshooting

Firebase / cloud data

• Confirm Google Auth and Firestore are enabled
• Confirm you are signed in
• Remember: roster edits are local until Save to Cloud

Google Sheets import

• Share as Anyone with the link can view
• Use a docs.google.com/spreadsheets/... URL
• Or download CSV and use file upload

Scripts / PDF / bulk upload

• Serve over HTTP, not file://
• Ensure vendor/ contains jspdf, autotable, xlsx, and papaparse
• Hard-refresh after changing JS/CSS; run python3 build_minify.py if you rely on .min assets

Learn / live sessions

• Enable Anonymous Authentication for join-with-code
• Hosts must be a calculator admin or listed under Workshop Hosts
• Deploy RTDB rules (database.rules.json) and keep databaseURL on asia-southeast1
• /learn/host.html is not a public page (noindex)

Support

Questions or feature requests: rsamdio@gmail.com

License / terms

There is no separate open-source LICENSE file in this repository. Site use is covered by terms.html and privacy.html.