Invoicing
Invoices are the workhorse of Almox's payments features, you bill a client for specific work, the client gets a payment page, and once they pay, the money lands in your provider account.
Creating an invoice
Navigate to Billing > Invoices and click New Invoice. Pick the client, then add line items, each line is either a service you've defined or a one-off item (description + amount). Add tax if applicable, set a due date, and you're ready.
Sending the invoice
Click Send. Almox emails the client with a link to the payment page and updates the invoice status to Sent.
The payment page is on a public, token-protected URL, the client doesn't need a portal account to pay. They click the link, see the invoice, pay, and they're done. If they have a portal account, the same invoice also appears in their Billing tab.
Tracking status
Each invoice moves through these states:
- Draft: saved but not sent
- Sent: sent to client, awaiting payment
- Paid: payment received
- Overdue: past due date, still unpaid
- Cancelled: voided by you
Invoices generated from a contract or proposal flow may also pass through Locked, Client Signed, Executed, or Declined states as the underlying contract progresses. Day-to-day, the five above are what you'll see most often.
Once an invoice is paid, the status flips automatically and the funds appear in your connected provider account. You'll see a notification, and if you've set up an automation, other actions can fire too, sending a thank-you message, kicking off the next phase of work, etc.
Editing or cancelling
You can edit a Draft invoice freely. Once Sent, you can cancel the invoice but can't edit it directly, issue a new one if the amount or terms need to change. This keeps the audit trail clean.
What your client sees
The client gets an email titled "{your business name} sent you an invoice" with a Pay invoice button. Clicking opens the payment page on your domain, with your branding, line items, total, and a card form. After paying, they see a confirmation and get a receipt by email.
A client question that comes up: the receipt goes to the email the invoice was addressed to. If they paid on behalf of someone else, the receipt goes to the same address, there's no self-serve way for them to reroute it. Tell them to forward the receipt or contact you to update the contact for next time.
Recurring invoicing
For recurring billing, use subscriptions instead of issuing a new invoice each cycle. Subscriptions auto-charge on a schedule and produce invoices automatically.