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Generating a Bulk Invoice for a Customer

How to Generate a Bulk Invoice for a Customer

Overview

The Bulk Invoice function allows you to combine multiple uninvoiced jobs and their charges for the same customer into one invoice.

This is particularly useful for customers who are invoiced on a regular basis, such as monthly customers, where multiple jobs need to be included on a single invoice.

Step 1 – Open Awaiting Invoice

  1. From the main menu, go to Dashboards & Reports.
  2. Select Customers.
  3. Select Awaiting Invoice.

This will display a list of customers who currently have jobs or charges waiting to be invoiced.

Step 2 – Find the Customer

The Customers Awaiting Invoice screen displays:

  • Customer name
  • Invoice frequency
  • Number of uninvoiced jobs
  • Number of uninvoiced charges
  • Total uninvoiced amount excluding tax

Locate the customer you want to invoice.

Example

All Big Metals

  • 31 uninvoiced jobs
  • 60 uninvoiced charges
  • £38,258.41 total uninvoiced charges

Step 3 – Start the Bulk Invoice

  1. Locate the customer in the list.
  2. Click Generate Invoice.

A small window will appear asking you to confirm the Invoice Date.

  1. Check or amend the invoice date.
  2. Click Generate Invoice.

You will then be taken to the Create Multi-Job Invoice screen.

Step 4 – Check the Customer Details

At the top of the Create Multi-Job Invoice screen, check the customer information.

Customer

The selected customer will automatically be displayed.

For example:

All Big Metals

Invoice Date

Check the invoice date and amend it if required.

Due Date

Enter or confirm the payment due date.

Currency

Check that the correct currency has been selected.

For example:

Great British Pound

Important: Always check the customer, invoice date, due date and currency before creating the invoice.

Step 5 – Select the Jobs to Include

The Jobs section displays the jobs that are available to be included on the invoice.

The system will only display jobs for the selected customer that have uninvoiced charges available.

You can select or remove individual jobs from the Select job(s) field.

To select all jobs

Click Select All.

To remove all jobs

Click Deselect All.

To select specific jobs

Open the Select job(s) drop-down and select the individual jobs you want to include.

Selected jobs will appear within the selection field.

Step 6 – Filter Jobs by Status

If there are a large number of jobs, you can use Filter By Status to narrow down the jobs available.

  1. Click the Filter By Status button.
  2. Select the status or statuses you want to use.
  3. Click Apply Filters.

For example, you may choose to filter the available jobs by a particular operational status.

You can also use:

  • Select All
  • Deselect All
  • Clear Filters

to manage the selection.

Step 7 – Filter Jobs by Date

You can also use Filter By Date Created to narrow the jobs down by their creation date.

This can be particularly useful when producing a monthly invoice.

  1. Click Filter By Date Created.
  2. Enter the required date criteria.
  3. Apply the filter.
  4. Select the jobs you want to include.

Step 8 – Include Zero-Amount Charges

The Include Zero-Amount Charges option allows you to include charges that have a value of £0.00.

If these charges are required on the invoice:

  1. Tick Include Zero-Amount Charges.

If they are not required, leave the option unticked.

Step 9 – Review the Invoice Items

Once the jobs have been selected, the Invoice Items section will display all charges that will be included on the invoice.

Review each charge carefully.

The table displays:

  • ID
  • Category
  • Description of Charge
  • Amount
  • Quantity
  • Total Amount excluding Tax
  • Tax
  • Total Amount including Tax
  • Add To Invoice?

Each charge can be individually selected or removed.

Step 10 – Check the Charges

Before creating the invoice, check that:

  • The correct jobs have been selected.
  • The correct charges are included.
  • The amounts are correct.
  • The quantities are correct.
  • The correct tax has been applied.
  • Any unwanted charges have been removed.

The Grand Totals at the bottom of the invoice items section show the total value being invoiced.

Step 11 – Create the Invoice

Once everything has been checked:

  1. Scroll to the bottom of the page.
  2. Click Create.

The system will generate the bulk invoice containing the selected jobs and charges.

Step 12 – Review the Generated Invoice

The completed invoice will then be displayed.

Review the invoice to ensure that:

  • The customer details are correct.
  • The invoice number has been generated.
  • The invoice date is correct.
  • The due date is correct.
  • All required jobs are shown.
  • The correct charges are displayed.
  • The invoice total is correct.

The invoice will show the individual jobs included within the bulk invoice, along with their relevant charges.

Important Note

A bulk invoice allows multiple jobs for the same customer to be combined onto one invoice.

Before clicking Create, always check the Invoice Items and Grand Total to ensure that only the charges you intend to bill the customer have been selected.

Quick Process

Dashboards & Reports → Customers → Awaiting Invoice → Select Customer → Generate Invoice → Confirm Invoice Date → Select Jobs → Apply Filters if required → Review Invoice Items → Check Grand Total → Create