Invoices
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      Creating invoices in bulk

      Invoices can be created in bulk to reduce some manual tasks in your monthly billing process.

      You can create invoices in bulk from:

      • the Projects screen when viewing a company; or

      • a Projects list screen:

        • All Projects;

        • Project Financials;

        • Project WIP.

      If you have access to create invoices, you will be able to select the projects you want to create draft invoices for.

      TIP: Use the filter and group by options to select the projects you want to create invoices for.

      e.g. Group by “Account Manager” and select invoices for projects that a particular account manager is managing.

      Draft invoices will be created with the invoice setting defaults for the selected projects:

      1. The invoice date will be defaulted based on the system settings (e.g. last day of current month);

      2. The due date is determined by the payment terms set for the company the invoice is addressed to (e.g. 20 days until payment is due);

      3. The invoice number is allocated based on the next number dictated from your system settings;

      4. The billing method will be defaulted based on the system or project settings.

      Some invoices may not be able to be created using the bulk action, due to one or more of the following reasons:

      • The project is non-billable; or

      • If the project company has no billing contacts set up (see invoice email recipients); or

      • If the PO Number / Ref field is empty, and has been made mandatory for your company (see project’s settings)

      As with creating invoices individually, it is best practice to review the details and line items for these invoices before submitting or approving ready for dispatch.

      Invoicing in bulk from Project WIP

      The Invoice Date for invoices created from the Project WIP screen will be defaulted based on the “Default date for new invoices from Projects by WIP” setting:

      1. Selected date on Projects by WIP

      2. System setting i.e.

        1. Last date of previous month = The last date of the month prior to today 

        2. Last date of current month = The last date of the current month

        3. Current date = Today

        4. First day of the following month = The first day of next month

      Read more about Default date for invoices created from the Projects by WIP screen →

      Troubleshooting

      Create invoices bulk action is disabled

      There are two reasons that the “Create Invoices” bulk action will be disabled:

      1. None of the selected projects meet the criteria to create an invoice;

      2. An invoice custom field is required for draft invoices. 

      If an invoice custom field is required for a draft invoice, you will need to create invoices individually for each project and enter the required invoice custom field value. Alternatively the invoice custom fields can be updated:

      1. Set all invoice custom fields to “not required”; or

      2. Remove “show on” Draft invoices from required invoice custom fields.

      This allows you to create draft invoices in bulk and still use invoice custom fields.

      Read more about editing custom fields →