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Save Your Valuable Time with Batch Invoicing in QuickBooks

In QuickBooks, do you issue recurring invoices to a group of customers for the same:-

● Service or product item
● Billing frequency
● Price
● Invoice template

If it is yes, then you will save a lot of time on invoicing by using its Batch Invoicing feature. Basically, there are just three basic steps involved in the Batch Invoicing:

1. Creating a billing group involves naming the group, assigning customers and/or jobs.

2. Selecting the line items & rates for the batch invoices.

3. Reviewing the list of invoices to be prepared.

To use Batch Invoicing successfully, you need to make sure that each customer/job has important information in their records, such as Send Method, Terms, and Tax Status. To change these type of items after processing a batch of invoices is quite a daunting task to do.

Using Batch Invoicing

For using Batch Invoicing, you need to open the sample data file. You can use these instructions if you are creating Batch Invoicing with your own data:-

Step 1 –

In the menu bar select Customers > Create Batch Invoices.

If a warning message appears – Is Your Customer Information entered correctly? Then read that provided information. Your success with using Batch Invoicing depends on how well you set up your customer records. That message refers to the following fields that needs to be defined for each customer before creating invoices by using Batch Invoicing feature:-

● Customer & Job preferred send method
● Customer payment terms
● Customer sales tax rates

Step 2 –

Click on OK to dismiss the message for this practice.

Step 3 –

Then, a Batch Invoice dialog box will display. Click on the Billing Group drop-down menu at top right and then select Add New.

Step 4 –

In the Group Name field, type Monthly and then click on Save. If you are creating a Billing Group in your own data, then give a name that is meaningful to your business and then click on Save.

Step 5 –

In the Search Results box, that displays all active jobs, choose few jobs of your choice.

Search Results box

Step 6 –

When you’re creating a Billing Group, then select the Customers or Customer/Jobs you want to issue a recurring invoice for.

Step 7 –

Now, click on Save Group. You can also modify the list of customers or jobs included anytime by going back.

Step 8 –

Click on Next. Then, Step 2 of 3 will appear. Now, leave the ‘Rock Castle’ invoice template selected. Select the invoice template you want to use if you are working with your own data.

invoice template

Step 9 –

In the Item column, click on Installation.

Step 10 –

Then, in the Quantity column, type 5.

Step 11 –

Leave the Unit of Measure (U/M) field blank.

Step 12 –

QuickBooks will calculate the Amount field and then assigns the Tax status recorded with the item record.

Step 13 –

You can also select or add a new Customer Message.

Step 14 –

Click on Next and then unclick any customers or jobs that you don’t want to invoice at this time.

Step 15 –

Select Create Invoices when you are ready. If any field is displayed blank or show incorrect information, click on Cancel. Now, update the corresponding customer records and return to the Batch Invoicing menu to complete the steps.

Step 16 –

Once you click Create Invoices, then the Batch Summary dialog box will appear. There you can print or email the newly created invoices. If the Preferred Send method was not indicated in the Customer/Job record, then the invoice will be included in the unmarked total.

Hopefully, this blog post helps you easily and swiftly manage multiple invoices for your business utilizing the batch invoicing feature in QuickBooks.

Author Profile

Angeela Palin
Angeela Palin
Angeela is Techarex Networks' Content Marketing Associate for Intuit products. She has worked as an eCommerce and Marketing Strategist for the last five years, helping businesses with software implementation for Customer Service, CRM and Email Marketing. Angeela thrives in helping companies find the right software solution for their projects. Aside from his obvious passion for Marketing, Angella admits to being a foodie and travel enthusiast.

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