14.2. Configure Tenant Billing Defaults for Currency, Document Numbering, Tax, and Renewals

Navigate to Settings > General in the sidebar to open Admin Settings, then select Billing (under Time & Billing). 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, zero-dollar handling, renewal automation.
• Tax — tax calculation source and tax regions.
• Numbering — number format (prefix, padding, starting value) for all document types: invoices, credit notes, quotes, and sales orders.
• Payments — Enterprise Edition only. The OSS build shows a placeholder.
• Cost Rates — set internal labor cost rates used by profitability reporting.

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 tenant-wide base currency and controls how monetary amounts are displayed throughout AlgaPSA.

• Pick the currency from the dropdown.
• UI display scope: The configured currency symbol (€, £, C$, etc.) is used throughout both the MSP portal and the client portal — on contract line rates, invoice previews, usage charts, pricing inputs, and every other place money appears. AlgaPSA derives the symbol from the currency code automatically; there is no separate display configuration.
• Outbound email: Invoice totals and credit-expiry notification amounts in outbound emails are formatted using the invoice's own currency code. The tenant default is the fallback when neither the invoice nor the client record carries a currency.
• New record defaults: This value is also the default currency pre-filled when creating new products, services, contracts, and quotes.
• Per-client overrides: Individual clients can set a different currency on their billing configuration (see 14.5. Client Billing Settings). The tenant setting is the fallback when no client-level override exists.

Zero-Dollar Invoices

Two independent settings control how invoices with no net charges are handled.

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.

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.

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.

Numbering Sub-Tab

Use this sub-tab to configure the number format for all document types. Each document type has its own collapsible card — click a card header to expand it and edit the prefix, padding length, and starting value.

All four document types are managed here:

Each tenant's number sequence is initialized with these defaults the first time a document of that type is generated. Settings you save here apply to all documents generated after the change; existing document numbers are not affected.

Credit notes and sales orders have their own sequences rather than drawing from the invoice sequence, so a gap in your invoice numbers no longer has to be explained to an auditor as "that was a credit note."

All billing-document numbering is configured on this one tab. If you are looking for a numbering setting elsewhere in Settings, it has moved here — with one exception: opportunity numbering belongs to the sales pipeline rather than to billing, and is configured on the Opportunity Numbering tab of opportunity settings.

For quote-specific numbering, see also 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.

Cost Rates Sub-Tab

Defines the internal labor cost rates used to calculate gross margin in profitability reports.

How cost rates work

Each rate record sets a cost-per-hour for a specific user over a date range. When the profitability report calculates labor cost for a time entry, it looks up the rate for the user on the work date:

1. User-specific rate effective for that date.
2. Tenant-wide default rate (user set to none) if no user-specific rate matches.
3. If neither exists, the time entry contributes to the Uncosted hours warning counter on the report.

Managing rates

Requires billing.update permission. Viewing rates requires billing.read.

See 14.24. Profitability Reporting for how these rates feed into the report.

Related

• 14.4. Tax Rate Configuration
• 14.5. Client Billing Settings
• 14.9. Contract Renewals
• 14.10. Quoting
• 14.16. Online Payments
• 14.24. Profitability Reporting