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Browse our comprehensive documentation and user guides
1. Getting Started with AlgaPSA
1.1. Logging In to Your AlgaPSA Account
Learn how to sign in to AlgaPSA from the login screen, enter your email and password or use Google or Microsoft sign-in, and access your MSP workspace securely.
1.2. AlgaPSA Home Page: Quick Start Guide and Platform Features
Explore the AlgaPSA home page, including the quick start guide, platform features, and key areas for onboarding new MSP teams.
1.3. AlgaPSA Sidebar Navigation: Tickets, Projects, Scheduling, and Settings
Learn the AlgaPSA sidebar menu across Tickets, Projects, Clients, Contacts, Documents, Time Management, Schedule, Dispatch, and Settings.
1.4. AlgaPSA Quick Start: Add Clients, Set Up Teams, and Invite Members
Step-by-step quick start guide for new AlgaPSA users covering adding your first client, configuring team time approvals, and inviting team members.
1.5. AlgaPSA Community vs Enterprise Edition: Open Source Licensing and Features
Compare AlgaPSA Community Edition (AGPL-3.0 open source) and Enterprise Edition features, licensing, and deployment options for MSPs.
1.6. Keyboard Shortcuts & Command Palette
Use keyboard shortcuts and the Mod+K command palette to navigate AlgaPSA, search records, and run actions without leaving the keyboard.
2. Clients
2.1. Add an MSP Client with Locations, Contacts, and Notes
Create a new client profile in AlgaPSA with company details, office locations, billing addresses, primary contacts, and internal notes.
2.2. Client Command Center: Live Status Cards, Concerns, and the Client Timeline
Navigate the AlgaPSA client command center: identity header with quick actions, the concerns strip, live status cards for service, money, contacts, and locations, and the unified client timeline.
2.3. Editing Client Details and Saving Changes
Edit AlgaPSA client information from the Details tab, update client fields inline, and save changes so account records stay current.
2.4. Manage Client Locations, Default Billing Addresses, and Tax Regions
Add, edit, and manage client locations in AlgaPSA including setting default billing and shipping addresses and assigning tax regions.
2.5. Log Client Notes with Markdown and Track Interactions by Type
Add formatted notes using markdown and log client interactions by type including phone calls, emails, and on-site meetings in AlgaPSA.
2.6. Organize and Color-Code Clients with Tags
Create and assign color-coded client tags in AlgaPSA to organize accounts visually, speed filtering, and highlight important MSP segments.
3. Tickets
3.1. Create a Service Ticket with Board, Priority, Category, and SLA Assignment
Create a new AlgaPSA service ticket by assigning client, contact, board, category, status, priority, and the details technicians need.
3.2. Ticketing Dashboard: Search, Filter, and Manage Ticket Views
Explore the AlgaPSA ticketing dashboard, including ticket search, advanced filters, tag filtering, display density, and bundled views.
3.3. Update Ticket Status, Priority, Comments, and Agent Team Assignments
View and update ticket details in AlgaPSA including status, priority, description, tags, comments, documents, contact info, and agent team.
3.4. Log Billable Time on Tickets Using Timer or Manual Entry
Create time entries on tickets in AlgaPSA using the ticket timer or by selecting tracked intervals with service and contract line options.
3.5. Add Internal, Client, and Resolution Comments and Attach Documents to Tickets
Add internal, client-facing, and resolution comments to tickets and attach documents by creating, uploading, or linking files in AlgaPSA.
3.6. Tag and Categorize Service Tickets for Faster Searching
Add, remove, and manage service ticket tags in AlgaPSA to categorize issues, improve filtering, and keep support queues easier to search.
3.7. Build and Track Checklists on Tickets
Add repeatable checklists to service tickets, track completion in the queue and mobile app, and create checklist items through API-driven automation.
3.8. Link Tickets to GitHub, Jira, and Other External Systems
Connect AlgaPSA tickets to their origin, mirrored work, and references in external systems, and find tickets by external ID through the v1 API.
4. Time Management
4.1. Time Entry Periods: Status Tracking from In Progress to Approved
Understand time entry periods in AlgaPSA including period statuses like In Progress, Submitted, Approved, and Changes Requested.
4.2. Log Time Against Tickets, Project Tasks, or Ad-Hoc Work Items
Add time entries in AlgaPSA by linking to existing tickets or project tasks, or creating ad-hoc entries for general work like meetings and training.
4.3. Edit Time Entries and Submit Time Sheets for Approval
Edit or delete individual AlgaPSA time entries, review period totals, and submit completed time sheets for manager approval in MSP workflows.
4.4. Approve, Request Changes, or Reverse MSP Technician Time Sheets
Review submitted time sheets in AlgaPSA with hour summaries, daily breakdowns, and options to approve, request changes, or reverse approval.
4.5. Measure Technician Utilization Against Working-Hours Capacity
Set per-weekday working hours for each AlgaPSA user and run the Employee Utilization report to compare worked hours against capacity across your MSP service desk.
5. Scheduling and Dispatch
5.1. View and Drag-and-Drop Tickets and Tasks onto Your Schedule
View your personal schedule by day, week, or month in AlgaPSA and drag tickets, project tasks, and interactions onto your calendar.
5.2. Schedule Tickets, Project Tasks, and Recurring Events for Technicians
Create schedule entries in AlgaPSA for tickets, project tasks, ad-hoc work, or interactions with support for daily, weekly, monthly, and yearly recurrence.
5.3. Edit, Delete, and Manage Recurring Schedule Entries
Edit scheduled item details or delete entries in AlgaPSA with options to remove single, future, or all occurrences of recurring events.
5.4. Technician Dispatch Board: Drag-and-Drop Work Item Assignment
Assign tickets and tasks to technicians in AlgaPSA by dragging work items from the queue onto technician calendars in the dispatch board.
6. Projects
6.1. Create a Client Project with Budgeted Hours, Phases, and Milestones
Create a new project in AlgaPSA with client assignment, project manager, budgeted hours, start and end dates, and status tracking.
6.2. Manage Project Phases as Kanban Board Columns
Define project phases in AlgaPSA with names, descriptions, and date ranges that display as columns on the project Kanban board.
6.3. Add Project Tasks with Checklists, Dependencies, and Assignments on the Kanban Board
Create tasks within project phases in AlgaPSA with titles, descriptions, estimated hours, due dates, assignees, checklists, and dependencies.
6.4. Edit Project, Phase, and Task Details Including Comments and @Mentions
Modify project details, phase dates, and task properties in AlgaPSA including checklist items, dependencies, linked tickets, attachments, and @mention comments.
6.5. Link Service Tickets to Project Tasks for Unified Tracking
Associate existing service tickets with AlgaPSA project tasks by searching from the task detail view and linking related support work.
6.6. Create Reusable Project Templates with Phases, Tasks, and Kanban Statuses
Build project templates in AlgaPSA from scratch or from existing projects with configurable phases, task statuses, checklists, and assignment options.
6.7. View and Edit Project Tasks in the List View
Switch a project to the List view in AlgaPSA to see every phase and task in one table, edit status, priority, type, due date, assignee, and hours inline, and adjust column density and layout.
6.8. Bill a Client Project: Fixed-Price Milestones, T&M Caps, Deposits, and Progress Billing
Set up billing on an AlgaPSA client project with a guided wizard — fixed-price milestones, time-and-materials budget caps, deposits, and progress billing — and track budget against actual as the work runs.
6.9. Project Hours vs Estimates
Compare budgeted, estimated, and actual hours across active projects, then send a localized status update from an individual project.
7. Documents
7.1. Organize MSP Documents with Folders, Subfolders, and Bulk Moves
Organize AlgaPSA documents with folders and subfolders, then bulk-move files to keep MSP documentation easier to browse and maintain.
7.2. Create Rich Text Documents with Markdown Editing
Create new documents in AlgaPSA using the built-in rich text editor with markdown formatting shortcuts for headings, lists, tables, and images.
7.3. Upload and Store Files in the Document Management System
Upload files to AlgaPSA by dragging and dropping or browsing your computer to attach documents, screenshots, and log files.
7.4. Link Documents to Clients, Tickets, and Projects
Learn how to link existing AlgaPSA documents to clients, tickets, or projects with the Link Documents selector while editing records.
7.5. Search and Filter Documents by Type, Entity, Uploader, and Date
Find documents in AlgaPSA by searching by name and filtering by file type, associated entity, uploader, date range, and sort order.
7.6. Preview Images, PDFs, and Videos and Download Documents
Preview images, text documents, PDFs, and videos directly in AlgaPSA, or download files when technicians and clients need local copies.
7.7. Delete Documents from the Document Management System
Learn how to permanently delete AlgaPSA documents from the document card, confirm removal, and understand when deleted files leave the system.
7.8. Store and Share Client Credentials in the Password Vault
Store client credentials with per-password access controls, audit logs, live TOTP codes from a setup key, and Hudu connectivity.
8. Contacts
8.1. Add Client Contacts with Roles, Client Associations, and Notes
Create a new AlgaPSA contact with name, email, phone, client association, role, notes, and status for accurate client records.
8.2. View Contact Details, Associated Tickets, Documents, and Interactions
View a contact's full profile in AlgaPSA including contact information, associated tickets, linked documents, and interaction history.
8.3. Upload, Create, and Link Documents to a Contact Profile
Attach documents to a contact in AlgaPSA by creating new rich text documents, uploading files, or linking existing documents.
8.4. Log Phone Calls, Emails, and Meetings as Contact Interactions
Record contact interactions in AlgaPSA with type, title, notes, duration, and linked details so client communication history stays complete.
9. User Activities
9.1. View Assigned Tickets, Tasks, and Activities in Card or Table View
View your assigned activities in AlgaPSA in card or table view, create personal ad-hoc to-dos, and switch to another user's view if you have the required permission.
9.2. Filter User Activities by Type, Priority, Due Date, and Closed Status
Filter your AlgaPSA activity list by activity type, priority, due date range, board, project, open or closed status, and more using single or multi-select filters with include or exclude mode.
10. Settings
10.1. Configure Your MSP Organization Name and Your Company
Update AlgaPSA general settings, including organization name and the client record that represents your own company on invoices and quotes.
10.2. Create Users, Assign Roles (Admin, Technician, Dispatcher), and Manage Accounts
Create and manage user accounts in AlgaPSA with role assignment for Manager, Admin, Finance, Technician, Project Manager, and Dispatcher.
10.3. Create Teams and Assign Members for Time Approval Workflows
Learn how to organize users into AlgaPSA teams for task assignment, time sheet approvals, manager oversight, and clearer MSP workflows.
10.4. Set Interface Languages: Personal, Organization, and Client Defaults
Choose the language each technician works in, set your organization's default, and control the language clients see in the portal and in notification emails.
10.5. Configure Ticket Numbering, Boards, Statuses, Priorities, and Categories
Set up how tickets are numbered, which boards and statuses your service desk works from, what clients can see and select in the portal, and which external systems tickets can link to.
10.6. Configure Project Numbering, Statuses, Task Statuses, and Priorities
Customize project number prefixes, define open and closed project statuses, manage Kanban task statuses, and configure task priority levels in AlgaPSA.
10.7. Define Interaction Types: Phone Calls, Emails, Meetings, and Custom Types
Create and manage AlgaPSA interaction types with custom icons, display order, and standard imports for consistent client activity tracking.
10.8. Configure Time Period Frequency and Duration for MSP Time Tracking
Configure AlgaPSA time entry period settings, including grouping frequency and duration, so MSP teams can report tracked work consistently.
10.9. Configure Email and In-App Notifications for Invoices, Projects, and Tickets
Manage global notification settings in AlgaPSA including per-category toggles for invoices, projects, and tickets with customizable email templates.
10.10. Sync Microsoft 365 and Google Workspace Inbound Email to Auto-Create Tickets
Connect a Microsoft 365 or Google Workspace mailbox so inbound email creates tickets automatically. These connectors read mail only; outbound email is configured separately.
10.11. Connect Microsoft 365 Inbound Email to Create Tickets
Connect a Microsoft 365 or Exchange Online mailbox with a Microsoft Entra app registration so AlgaPSA turns incoming email into tickets. Covers the Entra app, provider profile, mailbox authorization, and troubleshooting.
10.12. Connect Gmail, Google Calendar, and Pub/Sub via Google Cloud Console
Step-by-step guide to connecting AlgaPSA with Google Cloud for Gmail email sync, Google Calendar integration, and Pub/Sub notifications.
10.13. Set Up Outbound Email over SMTP
Configure SMTP so AlgaPSA can send ticket notifications and replies. Required on appliance installs, where SMTP is the outbound email option, and the step that unlocks the Ticketing From address.
10.14. Set Up a Custom Outbound Email Domain with DNS Verification
Configure a custom email domain in AlgaPSA with DNS records (TXT, MX, CNAME) for branded outbound ticket notifications and improved deliverability.
10.15. Configure Ticket Reply-To Email So Clients Can Respond Directly
Set up a reply-enabled outbound email address in AlgaPSA so client replies to ticket notifications are automatically threaded back to the ticket.
10.16. Manage Your Profile, API Keys, and Personal Notification Preferences
Update your personal information, change your password, generate API keys, and customize notification preferences in AlgaPSA.
10.17. Configure Roles, Permissions (RBAC), and API Keys for Your MSP
Manage roles, API keys, tenant secrets, accounting permissions, password vault audit access, and single sign-on in AlgaPSA.
10.18. Set Up SSO with Keycloak, Google Workspace, or Microsoft 365
Configure staff SSO with your Keycloak realm in Community or Enterprise Edition, or link Google Workspace and Microsoft 365 accounts in Enterprise Edition.
10.19. Provision Internal Users from Microsoft Entra with SCIM 2.0
Connect Microsoft Entra to AlgaPSA over SCIM 2.0 so deactivating a staff member in your directory deactivates their AlgaPSA account and revokes their sessions immediately.
10.21. Set Interface Themes, Dark Mode, and White-Label Branding
Choose matched light and dark themes and use Enterprise white-label controls for square and wide logos, variants that follow the menu color, and a favicon for the MSP app and client portal.
10.22. Brand System Emails and Edit Notification Templates
Apply your MSP's colors across system emails and languages, preview changes, and edit individual templates beside a live preview. Add a header logo and remove the AlgaPSA footer in Enterprise Edition.
11. SLA Management
11.1. SLA Tracking for MSP Tickets: Response Time, Resolution Time, and Escalation
Overview of AlgaPSA SLA tracking including two-phase response and resolution deadlines, automatic pause/resume, escalation, and policy hierarchy.
11.2. Create SLA Policies with Priority Targets, Notification Thresholds, and Escalation Levels
Create and assign AlgaPSA SLA policies with response and resolution targets, notification thresholds, and escalation rules for MSP tickets.
11.3. Set Up SLA Business Hours, Timezones, and Holiday Schedules
Define when SLA time counts in AlgaPSA by configuring business hours schedules with per-day start and end times, timezones, 24x7 mode, and holiday exclusions.
11.4. Pause SLA Timers When Awaiting Client or on Custom Ticket Statuses
Configure automatic SLA timer pausing in AlgaPSA when tickets are awaiting client response or move to designated pause statuses.
11.5. Configure 3-Level SLA Escalation Managers Per Ticket Board
Assign escalation managers at three levels per ticket board in AlgaPSA to receive notifications when SLA thresholds are crossed at 70%, 90%, and 110%.
11.6. SLA Dashboard: Compliance Trends, Breach Reports, and At-Risk Tickets
Monitor SLA performance in AlgaPSA with compliance metrics, trend charts, breach-by-priority breakdowns, and tables of at-risk and recently breached tickets.
11.7. SLA Status Indicators on Tickets: On Track, At Risk, Breached, and Paused
Understand SLA status indicators on tickets in AlgaPSA including On Track, At Risk, Breached, and Paused states with configurable notification thresholds.
12. Surveys
12.1. Create CSAT Survey Templates and Auto-Send Triggers on Ticket Close
Build AlgaPSA customer satisfaction survey templates with star, number, or emoji ratings and trigger surveys automatically when tickets close.
12.2. Customer Satisfaction Survey Flow: Email Invitation to Ticket Feedback
End-to-end survey flow in AlgaPSA from automated email invitation through customer rating submission to feedback appearing on the ticket and survey dashboard.
12.3. Survey Dashboard: Response Rates, Average Ratings, and Satisfaction Distribution
View survey metrics in AlgaPSA including invitations sent, response rate, average rating, satisfaction distribution charts, and filterable response history.
12.4. Segment and Analyze Customer Survey Data by Template, Technician, and Client
Segment survey data in AlgaPSA analytics by customer segment, survey template, and timeframe to identify satisfaction trends.
13. Client Portal
13.1. MSP Client Portal: Self-Service Tickets, Projects, Billing, and Appointments
Overview of the AlgaPSA Client Portal providing clients with self-service access to support tickets, project tracking, invoices, and appointment scheduling.
13.2. Send Client Portal Invitations and Manage Portal User Permissions
Invite client contacts to the AlgaPSA Client Portal with role-based permissions for ticket creation, project visibility, billing access, and user management.
13.3. What Clients See on Tickets: Status, Comments, Documents, and Notifications
Control what client portal users can see and do on AlgaPSA tickets, including public comments, document uploads, and notifications.
13.4. Control Which Project Phases, Tasks, and Fields Clients See in the Portal
Configure AlgaPSA project visibility settings to control which phases, tasks, and task fields clients can see in the portal.
13.5. Client Self-Service Appointment Requests: Booking, Approval, and Scheduling
Manage the client appointment workflow in AlgaPSA from self-service booking requests through technician assignment and approval to client notification.
13.6. Client Portal Billing: Invoices, Hours by Service, and Usage Metrics
Configure AlgaPSA client portal billing access, including finalized invoices, service hours, usage metrics, and date range filtering.
13.7. Client Portal Notifications for Ticket Comments, Status Changes, and Appointments
Overview of Client Portal notifications in AlgaPSA including ticket comments, ticket creation confirmations, status changes, and appointment updates.
13.8. End-User Guide: Using the AlgaPSA Client Portal for Tickets, Appointments, and Billing
Client-facing guide for using the AlgaPSA portal to sign in, create tickets, and access the projects, appointments, billing, profile, settings, license, and app surfaces your MSP has enabled for your account.
13.9. Let Client Portal Users Sign In with Their Own Microsoft Accounts
Map a client's Microsoft Entra tenant to their AlgaPSA client portal, use an Entra access group to decide who gets portal access, and provision portal users automatically without passwords.
14. Billing and Contracts
14.1. MSP Billing Dashboard: Contracts, Invoicing, Tax Rates, and Service Catalog
Navigate the AlgaPSA billing dashboard to manage MSP contracts, run invoicing, configure pricing and tax, and review billing reports from a single workspace.
14.2. Configure Tenant Billing Defaults for Currency, Document Numbering, Tax, and Renewals
Configure tenant-wide AlgaPSA billing defaults including currency, document numbering for invoices, credit notes, quotes, and sales orders, zero-dollar handling, tax calculation source, tax regions, and renewal automation.
14.3. Define Billable MSP Services with Fixed, Hourly, and Usage-Based Rates
Build the AlgaPSA service catalog with fixed, hourly, and usage-based services, multi-currency pricing, service types, and product entries for MSP billing.
14.4. Configure MSP Tax Rates by Region with Composite, Bracket, and Holiday Support
Configure AlgaPSA tax rates by region with composite components, progressive brackets, tax holidays, and clear precedence rules for MSP invoicing.
14.5. Configure Per-Client Billing Email, Payment Terms, Tax Region, and Invoice Layout
Configure per-client AlgaPSA billing options including billing contact, delivery method, payment terms, tax region, billing cycle, zero-dollar handling, and invoice layout overrides.
14.6. Create MSP Client Contracts with Fixed Fee, Hourly, Usage, and Bucket Billing
Create AlgaPSA client contracts for MSP managed services, backup plans, security bundles, block-of-hours support, and project retainers using the contract wizard with fixed, hourly, usage, and bucket billing.
14.7. Add Fixed, Hourly, Usage, and Bucket Contract Lines with Reusable Presets
Configure AlgaPSA contract lines for MSP billing using fixed monthly fees, hourly labor, usage charges, and bucket allowances, with reusable presets and example contract structures for common MSP scenarios.
14.8. Schedule Time-Bound Rate Changes on MSP Client Contracts
Use AlgaPSA pricing schedules to apply scheduled rate increases, promotional rates, or fixed-window pricing on MSP fixed-fee contract lines without editing the base contract.
14.9. Manage MSP Contract Renewals: Manual, Auto-Renew, and Upcoming Renewals Queue
Track AlgaPSA contract renewals through the Upcoming Renewals queue, choose Manual or Auto Renew modes, configure tenant-level renewal automation, and avoid contracts expiring silently.
14.10. Create, Send, and Convert MSP Sales Quotes to Contracts and Invoices
Build AlgaPSA sales quotes for MSP clients, route them through internal approval, send to clients, and convert accepted quotes directly into contracts and invoices.
14.11. Inspect, Repair, and Troubleshoot Recurring Service Periods on MSP Contracts
Use AlgaPSA's Recurring Service Periods page to inspect contract billing windows, lifecycle states, advance/arrears timing, and repair schedules so MSP invoicing stays clean.
14.12. Generate Automatic, Manual, and Prepayment Invoices for MSP Clients
Run AlgaPSA invoice generation for recurring MSP billing, manual one-off charges, and prepayment deposits with full visibility into approval blockers, repair alerts, and combinability rules.
14.13. Review, Finalize, Email, and Download Client Invoices
Review draft invoices in AlgaPSA, finalize them, send by email, download PDFs, unfinalize for editing, or reverse drafts back to un-invoiced state for clean MSP billing operations.
14.14. How Accounting Works in AlgaPSA: Invoices, Payments, Credits, and Your Books
A complete overview of accounting in AlgaPSA — how billable work becomes invoices and credit notes, how payments and client credit are tracked, and how AlgaPSA keeps your QuickBooks or other accounting system in sync.
14.15. Track Endpoint, Storage, and License Usage for Consumption-Based MSP Billing
Record usage data in AlgaPSA for consumption-based MSP billing, including monitored endpoints, backup storage, and licensed seats, then track bucket consumption against included allowances.
14.16. Accept Online MSP Invoice Payments via Stripe Checkout (Enterprise Edition)
Connect AlgaPSA Enterprise Edition to Stripe Checkout so MSP clients can pay finalized invoices through a payment link, with automatic webhook reconciliation and Client Portal payment flows.
14.17. Export Finalized MSP Invoices for Import into QuickBooks, Xero, and Other Accounting Systems
Export finalized AlgaPSA invoices through live QuickBooks Online or Xero connections, or create files for QuickBooks CSV, Xero CSV, and QuickBooks Desktop import.
14.18. Invoice Layouts: Standard, Custom, Defaults, and Per-Client Assignment
Understand AlgaPSA standard and custom invoice layouts, set tenant defaults, override per client, and apply the tenant/client/contract/line assignment precedence for MSP invoice branding.
14.19. Build an MSP Invoice Layout: Create, Clone, Designer Workspace, Components, and Field Binding
Build a custom AlgaPSA invoice layout from create-or-clone through the visual designer workspace, structure/content/dynamic/media components, and binding customer, invoice, tenant, and line-item fields.
14.20. Style and Shape MSP Invoice Layouts: Branding, Line-Item Tables, Totals, and Transforms
Style and shape AlgaPSA invoice layouts with brand colors, logo placement, line-item tables, dynamic content, totals, taxes, discounts, and advanced transforms that filter, sort, group, or summarize invoice data.
14.21. Page Setup, Preview, and Troubleshooting for AlgaPSA Invoice Layouts
Set AlgaPSA invoice layout paper size, margins, and PDF safe zones, preview with sample or existing invoices, and troubleshoot common rendering issues before assigning a layout to clients.
14.22. Keep AlgaPSA and QuickBooks Online in Sync: Payments, Drift, and Exceptions
Understand the AlgaPSA two-way QuickBooks Online sync: how the 15-minute cycle exports invoices and credit memos, applies payments in both directions, detects drift, and surfaces exceptions for accounting staff to resolve.
14.23. Issue and Apply Credit Notes for MSP Client Billing
Create AlgaPSA credit notes for refunds and billing adjustments, apply client credit to open invoices, and export credit notes to QuickBooks Online as credit memos.
14.24. Profitability Reporting: Measure Gross Margin per Client, Agreement, and Ticket
Use the AlgaPSA Profitability report to measure actual gross margin per client, agreement, and ticket against configurable labor cost rates.
14.25. Simulate a Contract Before It Bills: Price Scenarios Against the Real Charge Engine
Use the AlgaPSA contract Simulate tab to run 3, 6, or 12 billing periods against a scenario, read the invoices line by line, and compare them with the untouched live contract before anything is committed.
14.26. Send Invoices, Quotes, and Sales Orders in Your Client's Language
Invoices, quotes, and sales order confirmations arrive in each client's language, with dates and currency formatted to match. Covers which language a document uses, what stays exactly as you typed it, and how customizing a layout affects translation.
14.27. Invoice Multiple Billing Entities Under One Client with Billing Profiles
Use billing profiles to invoice separate legal entities, locations, and cost centres under one AlgaPSA client while keeping distinct bill-to details and billing cycles.
14.28. Sell and Track Prepaid Hour Blocks Without a Recurring Contract
Sell contract-free prepaid hours that stack across months, burn by expiration order, support prepaid balance alerts, and share weighted hour pools across services.
14.29. Monitor Prepaid Balances with Alerts and Automatic Replenishment
Monitor prepaid credit and hour balances daily, notify account managers and clients at agreed thresholds, and choose how AlgaPSA handles top-up invoices.
14.30. Review Deferred Revenue and Unearned Prepaid Balances by Month
Review a monthly deferred-revenue rollforward for prepaid credits and contract bucket hours, then drill into the balances behind monthly activity.
14.31. Connect Xero for Two-Way Invoice and Payment Sync
Connect a Xero organisation, map services to items or revenue accounts, export finalized invoices, and reconcile Xero payments and credit notes in AlgaPSA.
14.32. Apply Catalog Price Changes to Contracts and Review Existing Rates
Preview catalog price changes before applying them to recurring contracts, preserve client-specific rates, and classify existing contract lines with Rate Review.
14.33. Create a Draft Invoice Directly from a Support Ticket
Select approved unbilled time and products from a ticket, create a linked draft invoice, and review invoices already raised against that ticket.
15. Workflow Automation
15.1. What Workflow Automation Does for MSPs
Understand how Workflow Automation helps MSPs turn ticket, billing, scheduling, and client events into repeatable business processes.
15.2. Choose Workflow Triggers from the Event Catalog
Use the Workflow Event Catalog to choose business events that should start ticket, billing, scheduling, project, and communication automations.
15.3. Build Your First MSP Workflow
Create a practical first workflow that responds to a new urgent ticket, routes it for triage, and notifies the right MSP team members.
15.4. Workflow Actions and Control Flow
Understand AlgaPSA workflow actions, branches, loops, waits, AI steps, and error handling in business terms for MSP automation.
15.5. Schedule Recurring Workflow Automation
Use one-time and recurring workflow schedules for month-end billing checks, client health reviews, and other time-based MSP operations.
15.6. Publish, Monitor, and Troubleshoot Workflows
Validate, publish, monitor, retry, replay, and troubleshoot AlgaPSA workflow runs after MSP automations go live in production.
15.7. Workflow Security and Governance
Set safe operating practices for workflow permissions, secrets, client communication, naming, testing, and change control.
16. Assets
16.1. Navigate the Asset Inventory Dashboard: Metrics, Filters, and Views
Browse your full MSP hardware inventory in AlgaPSA with health metrics, table and grid views, status and type filters, search, and per-client breakdowns.
16.2. Register a New Asset and Choose an Asset Type
Add workstations, servers, network devices, mobile devices, and printers to AlgaPSA with the quick-add form, assign them to a client, and capture type-specific details.
16.3. Asset Detail View: Health Metrics, RMM Vitals, Hardware, and Security
Review a single asset in AlgaPSA with health and warranty metrics, live RMM vitals, hardware utilization, security and patching status, and a single merged timeline of tickets, changes, maintenance, reboots, and patch scans.
16.4. Edit Asset Details and Manage Status, Location, and Deletion
Update an AlgaPSA asset's identity, lifecycle dates, full hardware specifications, status, and location, or delete a retired asset from your MSP inventory.
16.5. Track Installed Software Inventory on Assets
Review installed applications, versions, publishers, and install dates discovered on AlgaPSA assets, and search or filter the software inventory by category.
16.6. Run Asset Maintenance from a Shared Work Queue
Plan recurring asset maintenance in a shared workspace, assign each service occurrence through a ticket, manage the client-grouped queue and calendar, and review maintenance history.
16.7. Link Related Assets and Map Dependencies
Connect related AlgaPSA assets to map dependencies between devices, and associate assets with tickets and projects so technicians see the full picture.
16.8. Create Tickets from Assets and Review Service History
Open a service ticket directly from an AlgaPSA asset with board, status, and priority, then track every linked ticket in the asset's service history.
16.9. Attach Documents and Review the Asset Audit Log
Attach files and documentation to AlgaPSA assets and trace every change to a device with the asset audit log timeline.
16.10. Bulk-Update Asset Status and Location, and Print Asset Lists
Select multiple AlgaPSA assets to update status or location in bulk, delete retired devices together, and print or export a formatted list of your inventory.
17. Service Requests
17.1. Service Requests: Self-Service Forms for Tickets and Stored Intake
Publish structured self-service forms in AlgaPSA to create routed tickets or retain completed questionnaires as immutable submissions without tickets or workflows.
17.2. Create a Service Request and Set the Basics
Start a new AlgaPSA service request from a blank draft or a ready-made example, set its name, icon, category, and link it to a billable service.
17.3. Build the Request Form with Fields, Help Text, and Options
Design the questions on an AlgaPSA service request form using short text, long text, dropdown, checkbox, date, and file-upload fields, with help text and defaults.
17.4. Configure Ticket Routing and Execution for Service Requests
Decide what happens when a client submits an AlgaPSA service request. Route it to a ticket with the right board, priority, and ITIL impact and urgency, or trigger a workflow.
17.5. Publish, Version, and Manage Service Requests
Validate and publish AlgaPSA service requests to the client portal, track published versions and draft changes, and duplicate, archive, or restore them.
17.6. Review Service Request Submissions and Linked Tickets
Review immutable store-only responses and ticket-based service request submissions in AlgaPSA, inspect form versions and answers, and troubleshoot execution failures.
17.7. How Clients Submit Service Requests from the Portal
Walk through the AlgaPSA client-portal experience for service requests — browsing the catalog, submitting a form, and tracking each request and its ticket under My Requests.
18. Self-Hosting & Installation
18.1. Self-Hosting AlgaPSA: The On-Premise Appliance
Run AlgaPSA on your own hardware with the on-premise appliance. What the appliance is, who it suits, the prerequisites you need, and the four stages of a clean install.
18.2. Install the AlgaPSA Appliance Operating System
Boot the AlgaPSA appliance image and walk through the Ubuntu installer: network, storage, and the host administrator account, then read the setup handoff banner with your setup URL and token.
18.3. Configure the Appliance with the Setup Wizard
Open the AlgaPSA setup console, enter your setup token and install code, create the first tenant and administrator, and watch the appliance deploy until sign-in is available.
18.4. First Sign-In and Guided Onboarding
Sign in to your self-hosted AlgaPSA for the first time and complete the guided onboarding: your team, your first client and contact, a billable service, and your ticketing board.
18.5. Set Up Email on the Appliance: Inbound Tickets and Outbound SMTP
Wire up email on your self-hosted AlgaPSA appliance: connect an inbound mailbox so client messages become tickets, and configure outbound SMTP so notifications and replies send from your own address.
18.6. The Licensing Portal: Upgrades, Seats, and Keys
Manage your appliance licenses from the Nine Minds licensing portal: sign in with an email link, upgrade to Pro, change seat counts, reissue activation codes, and download offline keys.
18.7. Grant and Audit Remote Support Sessions on a Self-Hosted Appliance
Control remote support for a self-hosted AlgaPSA appliance with explicit authorization, authenticated sessions, integrity-verified recordings, and durable acknowledgements.
19. Inventory
19.1. Inventory Overview: Stock, Purchasing, and Fulfillment for MSPs
What the AlgaPSA Inventory module covers — stock across warehouses and vehicles, purchase and sales orders, transfers, counts, RMAs — and how to read the inventory dashboard.
19.2. Products and Stock Settings: Tracking, Serialized Units, Kits, and Reorder Points
Enable inventory tracking on AlgaPSA catalog products and choose per-product behavior: serialized units, kits, automatic asset creation on delivery, reorder points, and preferred vendors.
19.3. Stock Locations: Warehouses, Offices, and Technician Vehicles
Set up AlgaPSA stock locations — warehouses, offices, and technician vehicles — assign engineers to vans, choose the default location, and deactivate locations safely.
19.4. Purchasing: Vendors, Price Lists, Purchase Orders, Landed Costs, and Vendor Bills
Run MSP hardware purchasing in AlgaPSA: vendor records and price lists, the purchase order lifecycle, receiving with serial capture, landed cost allocation, vendor bills, and opening-balance imports.
19.5. Sales Orders: Allocation, Fulfillment, Documents, Drop-Ship, and Invoicing
Sell hardware from stock with AlgaPSA sales orders: soft and hard allocation, fulfillment with serial picking, order confirmation and packing slip documents, drop-ship POs, backorder purchasing, and automatic invoicing.
19.6. Transfers, Adjustments, and Cycle Counts: Keeping Stock Honest
Move stock between AlgaPSA locations with transfers and van load lists, make audited adjustments, and run blind cycle counts with variance review and four-eyes approval.
19.7. RMAs and Loaners: Vendor Returns, Advance Replacements, and Loaner Gear
Handle defective hardware in AlgaPSA: standard and advance-replacement RMAs with vendor tracking, dead-unit accountability, loaner equipment checkout, and restocking client returns.
19.8. Inventory Reporting: Margin, Write-offs, and Ghost Usage
Measure hardware profitability and shrinkage in AlgaPSA with the margin report, the write-offs audit report, and AI-assisted ghost usage detection for unbilled parts.
19.9. Inventory on Tickets and Projects: Drawing Parts from Stock
Record hardware from AlgaPSA stock on tickets and projects: on-hand visibility in the material picker, serialized unit selection, automatic asset creation on install, cost capture for margin, and stock reversal when a material is removed.
19.10. Client Equipment, Assets, and Quotes: The Hardware Side of a Client Record
See a client's hardware in AlgaPSA: the Equipment tab with orders, delivered gear, and RMAs; asset provenance that traces a deployed unit back to its sales order; and converting an accepted quote into a hardware sales order.
20. Integrations
20.1. Connect Third-Party Applications and External Integrations
Learn where to manage AlgaPSA third-party integrations, connect external applications, and review integration settings for your MSP.
20.2. How RMM Integrations Work in AlgaPSA: Devices, Alerts, and Tickets in One Place
Connect your RMM to AlgaPSA so monitored devices become assets, device alerts become routed tickets, and resolved alerts close their own tickets. Covers the shared model behind NinjaOne, Tactical RMM, Tanium, Level, and Huntress.
20.3. Turn RMM Alerts into Tickets: Alert Rules, Maintenance Windows, and Polling
Configure alert rules that route RMM alerts onto the right board with the right priority, suppress expected noise with maintenance windows, and let polling catch anything a webhook missed.
20.4. NinjaOne RMM Integration: Sync Devices, Alerts, and Organizations
Connect NinjaOne RMM (formerly NinjaRMM) to AlgaPSA to synchronize organizations, map devices, receive alerts, monitor fleet compliance, and automate alert-to-ticket workflows.
20.5. Tactical RMM Integration: Connect a Self-Hosted RMM to AlgaPSA
Connect your self-hosted Tactical RMM instance to AlgaPSA with an API key, map Tactical clients to AlgaPSA clients, sync agents into assets, and push alerts into tickets with a webhook.
20.6. Level RMM Integration: Sync Groups and Ingest Alerts from level.io
Connect Level (level.io) to AlgaPSA with an API key, map Level groups to clients, sync devices, and push alerts into tickets through a Level automation webhook.
20.7. Huntress Integration: Turn SOC Incident Reports into Tickets
Connect Huntress to AlgaPSA so SOC-reviewed incident reports become tickets on your security board automatically, with severity-based priorities and a fallback that guarantees nothing is dropped.
20.8. Connect QuickBooks Online to AlgaPSA for Live Two-Way Accounting Sync
Connect AlgaPSA to QuickBooks Online so finalized invoices, credit memos, and payments stay in sync. Hosted customers connect with one click; self-hosted installations learn exactly where Intuit app credentials come from.
20.9. Connect Microsoft Teams to AlgaPSA for Technician Workflows
Configure the Microsoft Teams integration so MSP technicians can open AlgaPSA in Teams, use bot commands, create tickets from messages, receive activity notifications, generate Teams meeting links, and create ad-hoc Online Meeting interactions with optional recording capture.
20.10. Sync Microsoft Entra Tenants and Contacts for MSP Clients
Connect Microsoft Entra to discover managed client tenants, map them to AlgaPSA clients, and sync Entra users into client contacts.
20.11. Hudu IT Documentation Integration: Surface Client Docs, Assets, and Passwords
Connect Hudu to AlgaPSA to map companies, import assets, browse knowledge-base articles, and reveal client passwords with full audit logging — without leaving the PSA.
20.12. Connect AI Assistants to AlgaPSA with the MCP Server
Connect Claude or another MCP-compatible AI assistant to AlgaPSA: authorize a personal connection, set up governed agents with their own roles and activity log, or run the free local connector.
20.13. Capture Microsoft Teams Phone Calls as Ticket Interactions
Capture Microsoft Teams Phone calls as AlgaPSA interactions, match callers to known contacts, connect calls to tickets, and retain recordings and transcripts.
20.14. Connect 3CX to Capture Calls and Link Them to Tickets
Connect 3CX to identify callers, capture Call interactions, and link calls to tickets. Configure PBX API access for incoming-call cards, click-to-dial, call-history import, phonebook sync, and transcripts.
21. Opportunities
21.1. Track MSP Sales Opportunities from First Conversation to Signed Contract
Use the AlgaPSA Opportunities module to track MSP deals through Identified, Qualified, Assessment, Proposed, and Verbal stages, with recurring and one-time value separated on every deal.
21.2. Work a Daily Opportunity Queue and Keep Every Deal Moving
Use the AlgaPSA opportunity Queue to see what needs attention today, and work a deal's plan of stage-by-stage steps with linked tickets, tasks, quotes, and commitments.
21.3. Find Deals You Already Have: Renewals, T&M Conversions, Whitespace, and Aging Assets
AlgaPSA reads your contracts, billing history, and asset records to suggest MSP opportunities — approaching renewals, T&M clients who should be on an agreement, service gaps, and assets due for refresh.
21.4. Pipeline Reports, Weighted Forecast, and Pipeline Meeting Mode
Report on open MSP pipeline by stage and currency, read the weighted forecast, track new MRR by quarter, and run a pipeline review with AlgaPSA meeting mode.
21.5. Configure Opportunity Stages, Steps, Suggestion Thresholds, and Numbering
Set the steps your MSP sales team works through at each opportunity stage, tune the renewal, T&M, whitespace, and asset-refresh suggestion generators, and configure opportunity numbering.
22. Mobile App
22.1. Install AlgaPSA Mobile and Sign In
Set up AlgaPSA Mobile on iOS or Android, connect to your server, sign in, and configure biometric lock, push notifications, and appearance.
22.2. Work Tickets from the Phone
Find field tickets, apply controlled updates, complete checklists, record materials, and review client notes and communication from AlgaPSA Mobile.
22.3. Reply, Send Later, and Attach Photos from a Ticket
Write internal or client-visible ticket comments, schedule a reply, cancel a pending send, and attach and review batches of photos or files on mobile.
22.4. Track Time with the Timer and Time Entries
Start a ticket timer, review and save its time entry, add missed time manually, and check the current period's entries from AlgaPSA Mobile.
22.5. Your Queue: Activities on the Phone
Review tickets, project and workflow tasks, schedule entries, and personal to-dos together, using mobile activity filters, badges, and groups.
22.6. Call, Email, and Log Interactions from the Phone
Find clients and contacts, call or email from a record, log the call on returning to AlgaPSA Mobile, and review or close interactions.
22.7. Work Opportunities from the Field
Capture a new opportunity, work the mobile Queue and Pipeline, complete the next planned action, log calls, schedule follow-ups, and record wins or losses.
22.8. Scan, Receive, Count, and Service Assets in the Field
Use mobile barcode lookup, stock receipts, counts, adjustments, purchase-order receiving, and transfers, then link and service client assets in the field.