Create New Invoice

Invoices are the core billing feature in AlgoSphere. You can create them manually, from an estimate, from a project, or from billable tasks and expenses.

Creating an Invoice

1. Navigate to Sales → Invoices and click New Invoice.
2. Select the customer this invoice is for.
3. Set the invoice date and due date.
4. Add line items — select from existing items or type a custom description.
5. Apply taxes and discounts as needed.
6. Click Save to save as draft, or Save and Send to email immediately.

Invoice Fields

Field	Description
Customer	Required. The customer being billed.
Invoice Number	Auto-incremented. Configurable format in Setup → Finance.
Invoice Date	The date the invoice is issued.
Due Date	Payment deadline. Used for overdue reminders.
Currency	Inherited from the customer record but can be overridden.
Client Note	Appears on the PDF and customer portal.
Terms and Conditions	Appears at the bottom of the invoice PDF.

Adding Line Items

Click Add Item to insert a line. You can search for pre-defined items from Sales → Items, type custom descriptions, and drag rows to reorder them.

Payment Modes

The Allowed Payment Modes field controls which payment gateways are shown to the customer on the invoice page. If no payment modes appear on an invoice, ensure at least one payment mode is enabled at Setup → Finance → Payment Modes and is set to active.

Sending the Invoice

Once saved, click Send from the invoice action menu. AlgoSphere opens a pre-populated email using the Invoice email template. Edit the subject and body before clicking Send.

Invoice Statuses

Status	Meaning
Draft	Not yet sent. Editable.
Sent	Emailed to the customer.
Viewed	Customer has opened the invoice link.
Overdue	Past due date with no payment.
Partially Paid	Partial payment received.
Paid	Fully paid.
Cancelled	Voided invoice.

Recording a Payment

To mark an invoice as paid manually (e.g. for bank transfers), open the invoice and click Record Payment. Enter the amount, payment date, and payment mode.

Credit Notes

Credit notes allow you to issue a refund or credit against a paid invoice. Open an invoice and click Credit Note. The credit note is linked to the original invoice and can be applied to a future invoice for that customer.

Tax Rates

Manage your tax rates at Setup → Finance → Tax Rates. You can apply one or two tax rates per line item. Tax rates appear on the invoice PDF and are tracked in financial reports.

Currencies

Set up currencies at Setup → Finance → Currencies. Assign a currency to each customer record — AlgoSphere will use that currency for all documents created for them. Exchange rates can be set manually.