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One-Off Invoices

One-off invoices are standalone invoices for one-time charges that aren’t tied to a recurring subscription. Use them for setup fees, professional services, custom work, or any other ad-hoc billing needs.

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Use Cases

Use CaseExample
Setup feesImplementation, onboarding charges
Professional servicesConsulting, training, custom development
OveragesUsage beyond subscription limits
Hardware/EquipmentPhysical products or devices
Ad-hoc chargesOne-time adjustments, corrections
Project workFixed-price project billing

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Create via Dashboard

1

From the Invoices section click on New Invoice

Start by navigating to the Invoices section and click on the New Invoice button.
2

Select or create a customer

On the new invoice page, select an existing customer or create a new one if needed.
3

Select a due date and fill out the invoice memo

Choose the invoice due date and add any additional details or comments in the memo section.
4

Add line items from your product catalog

Add the line items by selecting products from your catalog. Enter the quantity, and review the totals for accuracy.
5

Review the invoice before issuing

Review the entire invoice for correctness, including totals, taxes, and line items. Click the Save Invoice button to continue.
6

Approve and send the invoice to customers

Once you have reviewed the invoice, click the Issue Invoice button to send the invoice to your customer.

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Create via API

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Basic One-Off Invoice

const invoice = await alguna.invoices.create({
  accountId: 'acc_xyz789',
  type: 'one_off',
  dueDate: '2024-02-15',
  lineItems: [
    {
      description: 'Implementation Services',
      quantity: 1,
      unitPrice: '2500.00',
      currency: 'USD',
    },
  ],
});

// Issue the invoice to send to customer
await alguna.invoices.issue(invoice.id);

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With Product Catalog Items

const invoice = await alguna.invoices.create({
  accountId: 'acc_xyz789',
  type: 'one_off',
  dueDate: '2024-02-15',
  lineItems: [
    {
      productId: 'prod_setup_fee',
      quantity: 1,
    },
    {
      productId: 'prod_training',
      quantity: 8, // 8 hours of training
    },
  ],
});

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With Custom Line Items

const invoice = await alguna.invoices.create({
  accountId: 'acc_xyz789',
  type: 'one_off',
  dueDate: '2024-02-15',
  lineItems: [
    {
      description: 'Custom Integration Development',
      quantity: 1,
      unitPrice: '5000.00',
      currency: 'USD',
      taxCategory: 'services',
    },
    {
      description: 'API Documentation Review',
      quantity: 4,
      unitPrice: '150.00',
      currency: 'USD',
      taxCategory: 'services',
    },
  ],
  memo: 'Custom development work per SOW dated Jan 10, 2024',
});

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cURL Example

curl -X POST https://api.alguna.io/invoices \
  -H "Authorization: Bearer $ALGUNA_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "account_id": "acc_xyz789",
    "type": "one_off",
    "due_date": "2024-02-15",
    "line_items": [
      {
        "description": "Professional Services",
        "quantity": 1,
        "unit_price": "1500.00",
        "currency": "USD"
      }
    ],
    "memo": "Consulting engagement - January 2024"
  }'

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Invoice Statuses

StatusDescription
draftInvoice created but not finalized
issuedInvoice sent to customer
paidPayment received in full
partially_paidPartial payment received
past_duePast due date, unpaid
voidInvoice canceled
uncollectibleMarked as uncollectible

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Status Transitions

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Line Item Configuration

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Custom Line Item

{
  description: 'Custom Development Work',
  quantity: 1,
  unitPrice: '2500.00',
  currency: 'USD',
  taxCategory: 'services',
  metadata: {
    projectId: 'proj_123',
    hoursWorked: 25
  }
}

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From Product Catalog

{
  productId: 'prod_consulting',
  quantity: 10,
  // Price comes from product catalog
  // Can override with unitPrice if needed
}

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With Discount

{
  description: 'Annual Support Package',
  quantity: 1,
  unitPrice: '12000.00',
  discount: {
    type: 'percentage',
    value: 10, // 10% off
    reason: 'Multi-year commitment'
  }
}

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Tax-Exempt Line Item

{
  description: 'Tax-Exempt Service',
  quantity: 1,
  unitPrice: '500.00',
  taxBehavior: 'exempt',
  taxExemptReason: 'Resale for export'
}

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Invoice Options

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Payment Terms

const invoice = await alguna.invoices.create({
  accountId: 'acc_xyz789',
  type: 'one_off',
  paymentTerms: 'net_30', // net_7, net_15, net_30, net_45, net_60, due_on_receipt
  // or specific due date
  dueDate: '2024-03-01',
  lineItems: [...],
});

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Auto-Collection

Enable automatic payment collection: 
const invoice = await alguna.invoices.create({
  accountId: 'acc_xyz789',
  type: 'one_off',
  autoCollect: true, // Charge saved payment method on issue
  lineItems: [...],
});

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Currency

const invoice = await alguna.invoices.create({
  accountId: 'acc_xyz789',
  type: 'one_off',
  currency: 'EUR', // Override customer's default currency
  lineItems: [
    {
      description: 'Service Fee',
      quantity: 1,
      unitPrice: '1000.00',
      currency: 'EUR',
    },
  ],
});

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Memo and Notes

const invoice = await alguna.invoices.create({
  accountId: 'acc_xyz789',
  type: 'one_off',
  memo: 'Public memo visible to customer',
  internalNotes: 'Internal note for your team only',
  footer: 'Thank you for your business!',
  lineItems: [...],
});

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Managing Draft Invoices

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Update Line Items

// Add line item
await alguna.invoices.addLineItem('inv_abc123', {
  description: 'Additional Hours',
  quantity: 5,
  unitPrice: '150.00',
});

// Update line item
await alguna.invoices.updateLineItem('inv_abc123', 'li_xyz789', {
  quantity: 10,
});

// Remove line item
await alguna.invoices.deleteLineItem('inv_abc123', 'li_xyz789');

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Update Invoice Details

await alguna.invoices.update('inv_abc123', {
  dueDate: '2024-03-01',
  memo: 'Updated payment terms',
});

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Delete Draft Invoice

await alguna.invoices.delete('inv_abc123');
// Only works for draft invoices

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Issue and Send

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Issue Invoice

const invoice = await alguna.invoices.issue('inv_abc123', {
  sendEmail: true,
  emailTo: ['[email protected]', '[email protected]'],
});

console.log('Invoice number:', invoice.invoiceNumber);
console.log('Issued at:', invoice.issuedAt);

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Issue Without Email

const invoice = await alguna.invoices.issue('inv_abc123', {
  sendEmail: false,
});

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Resend Invoice

await alguna.invoices.resend('inv_abc123', {
  emailTo: ['[email protected]'],
  message: 'Please find your invoice attached.',
});

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Bulk Invoice Creation

Create multiple invoices at once: 
const results = await alguna.invoices.createBulk([
  {
    accountId: 'acc_customer1',
    type: 'one_off',
    dueDate: '2024-02-15',
    lineItems: [
      { productId: 'prod_setup', quantity: 1 },
    ],
  },
  {
    accountId: 'acc_customer2',
    type: 'one_off',
    dueDate: '2024-02-15',
    lineItems: [
      { productId: 'prod_setup', quantity: 1 },
    ],
  },
]);

console.log('Created:', results.created.length);
console.log('Failed:', results.failed.length);

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Issue Multiple Invoices

await alguna.invoices.issueBulk({
  invoiceIds: ['inv_1', 'inv_2', 'inv_3'],
  sendEmail: true,
});

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Invoice Templates

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Create from Template

const invoice = await alguna.invoices.createFromTemplate({
  templateId: 'tmpl_services',
  accountId: 'acc_xyz789',
  variables: {
    projectName: 'Website Redesign',
    hours: 40,
  },
});

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Define Template

const template = await alguna.invoiceTemplates.create({
  name: 'Professional Services',
  lineItems: [
    {
      description: 'Consulting - {{projectName}}',
      unitPrice: '150.00',
      quantityVariable: 'hours',
    },
  ],
  paymentTerms: 'net_30',
  memo: 'Thank you for choosing our services.',
});

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Webhooks

EventDescription
invoice.createdInvoice created
invoice.issuedInvoice issued and sent
invoice.paidInvoice fully paid
invoice.payment_failedPayment attempt failed
invoice.past_dueInvoice became past due
invoice.voidedInvoice voided

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Example Handler

app.post('/webhooks/alguna', (req, res) => {
  const event = req.body;

  switch (event.type) {
    case 'invoice.created':
      console.log('New invoice:', event.data.id);
      break;

    case 'invoice.issued':
      const { id, invoiceNumber, total, accountId } = event.data;
      console.log(`Invoice ${invoiceNumber} issued for $${total}`);
      // Update your CRM, send Slack notification, etc.
      break;

    case 'invoice.paid':
      console.log('Invoice paid:', event.data.id);
      // Trigger fulfillment, grant access, etc.
      break;

    case 'invoice.past_due':
      console.log('Invoice past due:', event.data.id);
      // Trigger collection workflow
      break;
  }

  res.sendStatus(200);
});

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PDF Generation

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Get Invoice PDF

const pdf = await alguna.invoices.getPdf('inv_abc123');

// Returns URL to download PDF
console.log('PDF URL:', pdf.url);
console.log('Expires:', pdf.expiresAt);

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Bulk PDF Generation

const result = await alguna.invoices.generatePdfs({
  invoiceIds: ['inv_1', 'inv_2', 'inv_3'],
});

// Returns ZIP file with all PDFs
console.log('Download URL:', result.zipUrl);

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Custom PDF Settings

const pdf = await alguna.invoices.getPdf('inv_abc123', {
  language: 'de', // German
  includeTerms: true,
  logoPosition: 'right',
});

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Common Scenarios

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Setup Fee Invoice

const invoice = await alguna.invoices.create({
  accountId: 'acc_xyz789',
  type: 'one_off',
  dueDate: 'on_receipt',
  lineItems: [
    {
      productId: 'prod_setup_fee',
      quantity: 1,
    },
  ],
  autoCollect: true, // Charge immediately
});

await alguna.invoices.issue(invoice.id);

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Consulting Invoice

const invoice = await alguna.invoices.create({
  accountId: 'acc_xyz789',
  type: 'one_off',
  paymentTerms: 'net_30',
  lineItems: [
    {
      description: 'Strategy Consulting - January 2024',
      quantity: 20, // hours
      unitPrice: '200.00',
    },
    {
      description: 'Travel Expenses',
      quantity: 1,
      unitPrice: '450.00',
      taxBehavior: 'exempt',
    },
  ],
  memo: 'Payment due within 30 days. Late payments subject to 1.5% monthly interest.',
});

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Project Milestone Invoice

const invoice = await alguna.invoices.create({
  accountId: 'acc_xyz789',
  type: 'one_off',
  dueDate: '2024-02-15',
  lineItems: [
    {
      description: 'Project Alpha - Milestone 2: Design Complete',
      quantity: 1,
      unitPrice: '15000.00',
    },
  ],
  metadata: {
    projectId: 'proj_alpha',
    milestone: 2,
    totalMilestones: 5,
  },
});

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Voiding Invoices

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Void an Invoice

await alguna.invoices.void('inv_abc123', {
  reason: 'Customer requested cancellation',
});

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Void Restrictions

  • Draft invoices can be deleted
  • Issued/unpaid invoices can be voided
  • Paid invoices cannot be voided (use credit notes instead)

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Best Practices

Use Descriptive Line Items

Clear descriptions help customers understand what they’re paying for.

Set Clear Due Dates

Use consistent payment terms across your organization.

Enable Auto-Collection

For customers with saved payment methods, collect automatically.

Include Memos

Add context about projects or agreements in the memo field.

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Troubleshooting

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Invoice Won’t Issue

  1. Check that all required fields are complete
  2. Verify line items have valid prices
  3. Ensure customer has a valid billing address

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Payment Not Processing

  1. Verify customer has a valid payment method
  2. Check auto-collect settings
  3. Review payment gateway logs

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PDF Generation Fails

  1. Check invoice has been issued
  2. Verify branding settings are configured
  3. Contact support if issue persists

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Next Steps

Recurring Invoices

Learn about subscription-based invoicing.

Credit Notes

Issue credits and refunds.