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14.2. Configure Tenant Billing Defaults for Currency, Invoice Numbering, Tax, and Renewals
Configure tenant-wide AlgaPSA billing defaults including currency, invoice numbering, zero-dollar handling, tax calculation source, tax regions, and renewal automation.
Navigate to Settings > Billing (accessible from the sidebar under Settings). This page controls tenant-wide billing defaults that apply to every client unless explicitly overridden on the client record.
The page is organized into sub-tabs:
- General — currency, invoice numbering, zero-dollar handling, renewal automation.
- Tax — tax calculation source and tax regions.
- Quoting — appears only when the
quoting-enabledfeature flag is on. - Payments — Enterprise Edition only. The OSS build shows a placeholder.
Use this page when you stand up a new tenant, change accounting providers, or need to tighten up how zero-dollar invoices and contract renewals are handled across the book of business.
General Sub-Tab
Default Currency
Sets the fallback currency for new products, services, contracts, and quotes.
- Pick the currency from the dropdown.
- Individual clients can override this on their billing configuration; this value is the fallback when no override exists.
Invoice Numbering
Controls how invoice numbers are generated and displayed — prefix, starting number, and sequence format. Set this once before issuing invoices to keep your numbering consistent and audit-friendly.
Zero-Dollar Invoices
Two independent settings control how invoices with no net charges are handled.
| Setting | Options | Behavior |
|---|---|---|
| Invoice Handling | Create as Draft (default) | Zero-dollar invoices are created as drafts so a billing reviewer can confirm before sending. |
| Create and Finalize | Zero-dollar invoices are automatically finalized with no review step. | |
| Suppress Empty Invoices | Off / On | When on, invoices with no line items at all are skipped entirely and never created. |
Note: Invoice Handling applies to invoices with a zero net total (for example, fully credited). Suppression applies to invoices with no line items at all. These are distinct scenarios controlled separately.
Per-client overrides for zero-dollar handling are configured on the Billing tab of the client record. See 14.5. Client Billing Settings.
Renewal Automation
Configures the default behavior when a contract reaches its renewal date.
| Field | Options | Notes |
|---|---|---|
| Due Date Action | Create ticket (default) | Automatically opens a ticket when a renewal becomes due. |
| Queue only | Surfaces the renewal in the Upcoming Renewals queue without creating a ticket. | |
| Renewal Ticket Board | Any active board | Visible only when Create ticket is selected. |
| Renewal Ticket Status | Statuses scoped to the selected board | Visible only when Create ticket is selected. |
Click Save to apply.
Individual contracts can override these defaults using the Use Tenant Renewal Defaults toggle in the contract's renewal settings.
Caveat: The default renewal mode and default notice period for new contracts are managed inside the contract wizard's renewal section, not from this page. Settings on this page govern the due-date action (ticket vs. queue) and the ticket board/status — not the renewal mode itself. See 14.9. Contract Renewals.
Tax Sub-Tab
Tax Calculation Source
Controls where invoice tax amounts are calculated.
| Source | Behavior |
|---|---|
| Internal (Alga PSA) (default) | Taxes are calculated automatically based on the rates configured in Billing > Tax Rates. |
| External (Accounting Package) | Invoices are exported without tax. Your accounting system calculates tax and the results are imported back into Alga PSA. |
When External is selected, an info panel appears describing the external tax workflow. Click Save Settings to apply.
If an external accounting adapter is connected but tax is still set to Internal, a Tax Delegation Banner appears at the top of the Tax sub-tab suggesting you switch to External calculation. You can accept the suggestion or dismiss the banner.
Tax Regions
Manages the geographic or jurisdictional identifiers used to assign tax rates to clients (for example, CA, TX, EU-VAT).
- The table shows every configured region with its code, name, and active status.
- Click the + button to add a new region:
- Region Code (required, max 10 characters) — the short identifier used in client billing settings.
- Region Name (required, max 100 characters) — the display name.
- Active (toggle).
Tax rates themselves are assigned to regions in Billing > Tax Rates. See 14.4. Tax Rate Configuration.
Quoting Sub-Tab
(Visible only when the quoting-enabled feature flag is on.)
Quote Numbering
Customizes how quote numbers are generated — prefix, starting number, and sequence format. Parallel to Invoice Numbering on the General sub-tab. See 14.10. Quoting.
Payments Sub-Tab
Configures Stripe integration for online invoice payments. Full details in 14.16. Online Payments.
This sub-tab is available in the Enterprise Edition. The OSS build shows a placeholder.