Invoicing Your Clients

Modified on Mon, 7 Nov, 2022 at 12:36 PM

The Bulk Invoicing module allows you to create many invoices in a single action with the option to take payments from credit / debt cards or bank accounts. (Bank account option currently USA only). This speeds up billing and saves time by (optionally) collecting card payments at the same time as creating invoices. To improve quality and credit control, we recommend running the pre-invoicing checks before you run a batch of invoicing to minimise any errors that might occur.

TABLE OF CONTENTS

See Which Invoices Can be Sent using the Bulk Invoicing Report
Important Pre-Invoicing Checks
Create Invoices for Multiple Clients (Bulk Invoicing)
Send Quotes to Multiple Clients
Email Clients About Their Invoice

See Which Invoices Can be Sent using the Bulk Invoicing Report

The Bulk Invoicing Report lists all Service Orders that have not yet been invoiced and sent to clients for payment. Filter the list for clients on different billing cycles using Invoice Types, or who live in different Areas. You can also download a CSV of the list prior to invoicing.

To view the bulk invoicing report:

Navigate to: Invoicing > Bulk Invoicing.
Select "All Invoice Types" to view all orders or filter by a particular Invoice type.
Select "All Areas" to view all orders or filter by a particular client area.
Select a date range or use the quick links, ie. Today, This Month.
Check your service start dates are included in the report.

Detailed Instructions....

Important Pre-Invoicing Checks

Before you create your invoices in bulk and send to clients, we recommend you run these important pre-invoicing checks on the Bulk Invoicing Report to spot errors in the Service Orders that can easily be corrected.

To email quotes from the bulk invoicing report:

Navigate to: Invoicing > Bulk Invoicing.
Select the client name to check their Account.
From Client > Client Details check the Invoice and Client Types are correct, make any amends and select Update.
From Client > Orders & Invoices check the services on the order look correct, make any amends and select Update.

Detailed instructions....

Create Invoices for Multiple Clients (Bulk Invoicing)

Bulk Invoicing saves time by creating invoices for many different clients in bulk. When creating Bulk Invoices, you have options to take payment automatically when the invoice is created, email the invoice to the client or to create the invoices without emailing to print later.

To create invoices from the bulk invoicing report:

Navigate to: Invoicing > Bulk Invoicing.
Select "All Invoice Types" to invoice all orders or filter by a particular Invoice type.
Select "All Areas" to invoice all orders or filter by a particular client area.
Select the checkbox in the header alongside "Start" for ALL clients, or select individual clients.
Select either "Create Invoices (Email)... " or ""Create Invoices (No Email)... " to start the process.
Select "All Services" or "Up to a Date" if, for example, you want to invoice just one week from an order with a month's services.
Select "Take Payment If Applicable" to take payment from the client's card on file.
Select whether to email the client and to include an Account Summary PDF.
Select "Create Invoice(s)."
NOTE: Do not navigate away from the screen while the invoices are being created. You will see a message confirming they are created and the report will become empty once the process has completed.

Detailed instructions...

Send Quotes to Multiple Clients

A Quote is an "uninvoiced" Service Order. Prior to creating invoices, use the Bulk Invoicing report to email quotes to clients for them to review.

To email quotes from the bulk invoicing report:

Navigate to: Invoicing > Bulk Invoicing.
Select the checkbox in the header alongside "Start" for ALL clients, or select individual clients.
Select "Email."

Detailed Instructions....

Email Clients About Their Invoice

The Bulk Invoicing report can double as a useful email tool. Clients on this list typically include those you invoice regularly, such as recurring clients. Easily identify groups of clients, then send a bulk email using an email template or writing a new message.

To email clients from the bulk invoicing report:

Navigate to: Invoicing > Bulk Invoicing.
Select the checkbox in the header alongside "Start" for ALL clients, or select certain clients.
Select "Email."
Choose an email template, or use the blank template.
Select "Email."

Detailed instructions....

Signposts...

Learn about configuring your invoicing settings prior to invoicing.

Take a look at other options with Invoicing Management.