14.3. Generate Automatic Invoices from Contract Service Periods

Automatic invoices turn contract service periods into draft invoices. Use this workflow at the end of your billing cycle to review due recurring work, preview invoice totals, and create draft invoices for accounting review.

Review ready-to-invoice work

1. Go to Billing > Invoicing > Generate.
2. Select Automatic Invoices.
3. Set the invoice window date if needed.
4. Review the Ready to Invoice table.
5. Select a parent group when you want AlgaPSA to combine compatible contract obligations into one invoice for the client.

Figure 1: The Ready to Invoice table groups compatible contract obligations by client and invoice window.

Preview before generating

Click Preview Selected before creating invoices. The preview shows the invoice exactly as it will be created, including client details, line items, quantities, rates, subtotal, tax, and total.

For GreenLeaf Dental Group, the preview includes:

• Managed Backup Platform Base Fee: $300.00.
• Cloud Backup Storage Overage: 250 GB × $0.20 = $50.00.
• Pre-tax subtotal: $350.00.

Figure 2: Preview invoices before generation so billing staff can confirm descriptions, quantities, rates, and totals.

Generate draft invoices

After previewing the selection:

1. Close the preview if needed.
2. Click Generate Invoices for Selected Periods.
3. Confirm the success message.
4. Open the generated draft invoice from Billing > Invoicing > Drafts.
5. Review taxes, purchase order requirements, and any approval blockers before finalizing or sending.

What happens after generation

When invoices are generated:

• AlgaPSA creates draft invoice records.
• Contract line details are linked to the invoice for auditability.
• The related recurring service periods move from ready/generated to billed.
• Usage and time source records are marked invoiced when they are included on the invoice.

This prevents the same service period, time entry, or usage record from being billed twice.

Billing-run checklist

Before finalizing invoices, confirm:

• The client and billing address are correct.
• The invoice period matches the service period you intended to bill.
• Fixed fees appear once per period.
• Usage and overage quantities match source usage records.
• Taxes and exemptions are correct.
• Required PO numbers or PO budget limits are satisfied.
• The invoice is still a draft until your accounting team is ready to send or finalize it.