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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.
Quick Invoice lets billing staff charge a completed piece of support work directly from its ticket. It avoids re-entering time and product quantities on a manual invoice and keeps the resulting invoice linked to the ticket for later review.
Open the ticket in the MSP app and select Quick invoice. The dialog is titled Quick invoice this ticket.
Before you start
- The ticket must belong to the client you intend to invoice.
- Time must be approved, billable, and not already invoiced.
- Products must be recorded on the ticket and still unbilled.
- Your account needs billing read permission to view the items and invoice history, and billing create permission to create the invoice.
Check the client's billing currency and the displayed rates before proceeding. Products whose currency differs from the invoice currency are excluded, with a message explaining how many were left out.
Select the work to bill
- Open Quick invoice on the ticket.
- Review Billable time. Each available entry shows its service, date, billable hours, rate, and amount.
- Review Products, including each item's quantity, rate, and amount.
- Use the checkboxes to keep only the items you want on this invoice. Eligible items are selected initially, so clear any that should be billed later.
- Review Selected total. This is the sum of the selected charges before invoice tax is calculated.
- Select Create invoice.
- After the confirmation appears, select View invoice to review the draft, or Done to return to the ticket.
Figure 1: Unbilled time and products on the ticket are preselected. Clear anything that should be billed later.
If the dialog says There are no unbilled items on this ticket, check time approval, billable time, product currency, and the invoices already linked to the ticket before adding another charge.
What the invoice contains
AlgaPSA creates a draft invoice using the normal manual-invoice workflow. Tax calculation, document numbering, and invoice totals use the same rules as other manual invoices. Creating the draft does not finalize or send it.
For example, GreenLeaf Dental Group's ticket has 1.5 approved billable hours at $150.00/hour and two adapters at $25.00 each. Selecting that time entry and product row produces $225.00 + $50.00 = $275.00 before tax. Review the calculated tax and final total on the draft before finalizing it.
See 14.12. Generate Automatic, Manual, and Prepayment Invoices for MSP Clients for the manual-invoice workflow and 14.13. Review, Finalize, Email, and Download Client Invoices for reviewing and sending the result.
Each selected item is billed once
AlgaPSA rechecks the selected items when creating the invoice. Claiming the time entries and products happens in the same transaction as invoice creation, so two billers cannot invoice the same item from concurrent selections.
If another process has already billed an item, or an entry is no longer approved or available, the selection is rejected. Refresh the ticket's billable items and review the remaining selection before trying again. Items left unchecked remain available for later billing.
Review invoices already raised against the ticket
The Invoices for this ticket section lists linked invoice numbers, totals, and statuses. Select an invoice number to open it. Use this history before raising a follow-up invoice so you can distinguish work billed earlier from newly approved time or newly added products.
Before finalizing, confirm the client, selected work, quantities, rates, tax, and resulting invoice number. Compare the draft with the ticket's prior invoices when a ticket is billed in stages.