Batch invoicing is a function that allows us to create one invoice and send it to multiple customers, even personalized for each of them.
But note: When you use the batch invoice feature, multiple price levels are not possible nor can you operate in multiple currencies. Neither can you check a customer’s credit limit at the time (so check before).
Go to the Customers menu and select Create Batch Invoices, on the left side of the window that opens
You have two options for selecting invoice recipients –
- Manually by highlighting them in the list and clicking Add
- Or create a billing group. To do this, click the drop-down arrow below Billing Group and select <Add New>. The Group Name window opens. Enter a name and click Save.
If you have a custom field set up in customer records that indicates whether or not each customer is a “XXX”, then in the Look for field below Search, type “Yes”, as that’s what appears in the record of every member customer. Then click the drop-down arrow next to All Fields and select Custom fields. Click the Search button, and QuickBooks will display your group names below. Click Select All and then Add, and your customer list will move over into the right pane, under Customers In This Group. Click Save Group.
Whether you selected a group of customers or created a billing group, click Next. In the window that opens, enter a line item, click Next to see a complete list of your customers and their charges. Then click Create Invoices. The Batch Invoice Summary window tells you how many will be printed and emailed, and how many are unmarked (for later delivery).
Next, when you click the Print or Email button, the Select Forms To Send window opens. Scroll down if you have to, find the names of your group. Make sure there’s a check mark in front of only those customers, click Edit Email, changing your message if necessary. Click OK, and then send or print.
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