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Invoice Statuses

Invoices can have the following statuses, which are automatically synchronised with your billing provider:

• Draft: A manual invoice created by a user.
• Processing: An invoice created as part of an active billing period, which is periodically being updated.
• Pending Approval: An automatically generated invoice that is pending manual review prior to being finalized.
• Scheduled: An invoice that is finalized, awaiting its issue date in order to be sent to the customer.
• Canceled: An invoice that has been withdrawn before being issued.
• Issued: An invoice that has been sent to the customer.
• Void: An invoice that has been issued but withdrawn.
• Overdue: An invoice that has been issued, but not settled prior to the due date being passed.
• Paid: An invoice for which payment has been received.

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Invoices Configuration

In the Invoices tab under General Settings, you can configure how invoices are delivered, numbered, and customized. Below are the details for setting up your invoicing preferences.

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Approving & Sending Invoices

Allows you to select how and when invoices are sent to your customers.

• Default Invoice Issuer: Choose the default entity from which invoices will be issued.
  • Example: Alguna, Xero, QuickBooks, Stripe Invoicing

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Automatic invoicing approvals

If you are continuously measuring your customers’ usage, Alguna handles the automatic creation of invoices on your behalf. When the billing period is complete, Alguna will generate the invoice and send it to your connected billing provider.

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Manual invoicing approvals

If you prefer to manually approve invoices before they are sent to your customers, or you are manually uploading events to Alguna using CSVs, you can disable automatic invoicing. Invoices will then be created in a draft state and you can approve them before they are sent to your customers. To approve an invoice, click the Approve button on the invoice page. If you wish to approve invoices in bulk, you can do so from the invoices list page.

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Invoice Numbering

Define how invoice numbers are formatted and applied to customers.

• Numbering Method:
  • Each customer has a unique invoicing format: Invoice numbers will follow a unique sequence for each customer.
  • Use one format for all customers: All customers will follow the same invoice number format (e.g., INV-0001).
• Custom Prefix: Add a custom prefix to your invoice numbers for easier tracking.
  • Example: INV will result in invoices numbered as INV-0001, INV-0002, etc.

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Default Options

Set custom and default configurations for invoice memos, payment terms, and delivery preferences.

• Memo: Customize the text that will be displayed in the invoice memo section.

  • Example: Invoice for period {BillingPeriodStart} to {BillingPeriodEnd}.

• Payment Terms: Select the default payment terms to be applied to invoices.

  • Example: Net 30 indicates the payment is due within 30 days from the invoice date.

• Delivery Preferences:

  • Automatically release invoices to customers when using 3rd-party invoicing flows: Enable this option to automatically send invoices when integrated with external invoicing platforms.
  • Send $0 invoices to customers: Select this option to send invoices even when the invoice amount is zero.

Once you’ve configured the invoice settings to your preference, be sure to click Save to apply the changes.