Create draft invoices in bulk

Invoicing - View, Add and Edit Invoices

Draft invoices can be created in bulk in either the Jobs to Invoice page or the Work in Progress Centre.

Create draft invoices in bulk via the Jobs to Invoice page

  1. Click Jobs & Billing > Jobs to Invoice.
    • Jobs are ordered according to job status, showing the most complete jobs first.
    • All opened and closed jobs with a positive WIP balance are displayed in the grid.
  2. Click the Search button to open the expanded search filters and use the different criteria to create a list of the jobs you want to invoice, then click Search.
    • For example, if you are using the Currently Responsible status to pass invoicing responsibility to the relevant team member, filter by Currently Responsible.
    • Similarly, if you are using the Job Status to identify jobs ready for invoicing, filter by Job Status.

  1. Select the check boxes of the jobs you want to create invoices for.

  1. Click Create Invoices to create invoices for all the selected jobs or click the green down arrow icon to view more options, then click your preferred option:
    • Click Create Invoices - The jobs are added as WIP lines to the invoices.
    • Click Create Invoices with Interim Text - The jobs are added as WIP lines to the invoices, along with the default interim invoice text related to the job type. This option is only available of you have enabled the Use interim/progress text on job types setting.
    • Click Create Invoices & Close Jobs - The jobs are closed and added as WIP lines to the invoices.

Note: If you selected multiple jobs for the same client, the jobs appear on one invoice.
  1. Use the calendar icons to select the Invoice Date and Due Date.

  1. Click the Draft Invoices tab and continue processing the draft invoices.

Note: If you create invoices in bulk for clients that are in the same billing group, they will be merged into one under the main client name.

Create draft invoices in bulk via the Work in Progress Centre

  1. Click Jobs & Billing > Work in Progress.
  2. Click the By Contact Group, By Billing Groupor By Individual Client tab, as required.

  3. Click the  button to open the expanded search filters and use the different criteria to create a list of the jobs you want to invoice, then click Search.

    • For example, if you are using the job status to identify jobs ready for invoicing, filter by job status.

  4. Select the check boxes of the clients or groups you want to create invoices for.

    • You can click the Show button beside a group name or client code to view all the jobs and select the specific ones you want to appear on the invoice.

  5. Choose one of these options, as required:

    • Click Create Invoices - all jobs with a WIP balance are added to an invoice for the client.

    • Click the green down arrow icon on the Create Invoices button and click Create invoices with interim text - the jobs are added as WIP lines to the invoices, along with the default interim invoice text related to the job type. This option is only available of you have enabled the Use interim/progress text on job types setting.

  6. Continue processing the draft invoices via the Draft Invoices tab.
Note: You can also expand the Actions menu on a job row and click Create Invoice to only invoice that one job. Jobs with a negative WIP balance are added to an invoice but the amount of the WIP line will be $0.00. If the job is already included on another draft invoice, it cannot be added to a new draft invoice. You are shown a message asking if you want to continue invoicing only the jobs that can be added to a draft invoice.

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