Batch Invoicing, is a very useful new feature of QuickBooks 2011. It allows small business owners to create an invoice that can then be sent to multiple customers.
I’m sure there are many good examples of companies that would find this feature beneficial. A good example, that comes to mind, for using the Batch Invoicing option, would be a landscaper or a garbage collection company to bill customers weekly for mowing or trash removal.
Batch Invoicing is not available when Multi-Currency has been enabled in the Company Preferences tab of the Multiple Currencies Preference. (Edit menu -> Preferences -> Multiple Currencies -> Company Preferences tab.)
The Batch Invoicing option uses individual customer information; such as, terms, sales tax, and preferred send method for invoices. BEFORE you start working with the batch invoicing function, take the time to make sure that your customer information is set up correctly.
To verify that each Customer:Job is set up correctly, go to the Customer Center, click on the first Customer in the list and select the Edit Customer (job) button, OR right-click on the customer (job) name and choose, Edit Customer. If you will be emailing an invoice to a customer, make sure that the correct email address is in the Address Info tab, along with a contact name.
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On the Additional Info tab, make sure that each Customer (job) has a Preferred Send Method {for receiving billing invoices from you} selected.
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You also want to make sure that your “Send Forms” preference is set up correctly {from the Edit menu -> Preferences -> Send Forms -> My Preferences and Company Preferences tabs}.
On the My Preferences tab, check the option for “Auto-check the To be emailed checkbox, if customer’s Preferred Send Method (from the customer{job} record -> Additional Info tab -> Preferred Send Method) is e-mail,” option.
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Once you have all the settings and preferences in place………
From the Customers menu -> choose Create Batch Invoicing.
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This launches the Batch Invoicing Wizard – which has 3 steps:
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The first thing that you will probably want to do is to create a Billing Group; so from the Billing Group dropdown menu – choose <Add New>
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This launches a Group Name window, where you will give a meaningful name to the Billing Group you are creating, for example: Weekly Mowing.
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Click Save, and make sure that you select it.
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Next, viewing the Customer: Job listing on the left, begin selecting customer and/or jobs that belong to this billing group.
TIP: Hold down the CTRL key and click on various customer and/or job names in the list, once you have selected all the names, still holding down the CTRL key, click the Add button.
Click the Save Group button, and then, the Next button.
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Click the Save Group button, and then, the Next button.
This launches a window that looks almost identical to the body of an Invoice form. Here, you will select an Item (Cost Code), enter a Quantity, verify or add a rate, include a customer message, and click the Next button.
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Review the list of batch invoices you are about to create and click the Create Invoices button. Each individual invoice will be delivered using the Send Method indicated.
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Once you have clicked the Create Invoices button, a Batch Invoice Summary window will display. Click the Print button to print invoices and click the Email button to email invoices. When complete, click on the close button.
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Important Notes About the Batch Invoicing Feature:
- The only way to add new customers to an existing Billing Group is to do so at the Step 1 screen. Start at the Customers menu -> choose Create Batch Invoices:
- Select the Billing Group that you need to add names to from the drop down menu
- In the left column, click on the customer name(s) – remember holding down the CTRL key and clicking with your mouse allows you to select multiple names
- Click the Add button
- This add the selected name(s) to the right column
- Click the Save Group button
- Before clicking the Next button
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My only other issue with the Batch Invoicing Feature is that you cannot determine what Billing Group a customer or job belongs to in the Customer or Job Records – nor can you assign a customer or job to an existing Billing Group from the Customer or Job Records.
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See another article on Batch Invoicing by Charlie Russell of Practical QuickBooks.
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Progress Invoicing is a standard feature of QuickBooks® Pro, Premier, and Enterprise editions; each of these versions also offer several options for invoicing as well. In order to implement the Progress Invoicing function you must also utilize the QuickBooks Estimate function – this will eliminate repetitive data entry and help you achieve good job costing reports, such as Estimate vs. Actual reports.
To activate Progress billing you MUST first log into QuickBooks as the QuickBooks Administrator and be in single-user mode. From the Edit menu -> choose Preferences -> scroll down to Jobs & Estimate -> and click on the Company Preferences tab. Once you are in the Company Preferences tab, review and set the options as follows:
- Do You Create Estimates – should be set to Yes
- Do You Do Progress Invoicing – should be set to Yes
- Warn about duplicate estimate numbers – should be checked (this will prevent you from creating two or more estimates for different jobs with the same estimate number)
- Don’t print items that have zero amount – this option SHOULD NOT be checked (this allows you to display line items on a progress invoice even if you are not billing for them on the current invoice)
- Click Ok to save the changes that you have made.
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At this point, you can switch to multi-user mode so you and others can continue working.
Next, you’ll want to build your Estimate or Schedule of Values using the Job Cost Codes found in your QuickBooks item list. You will want to make sure that you QuickBooks Items or Job Cost Codes are set up as double-sided items in order to capture both expenses and income.
Your Estimate can be as simple or as detailed as you like – bearing in mind that an Estimate with multiple lines will provide better job costing information than a single line Estimate with the full dollar amount.
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Once you have your Estimate in place and you are ready to create your first progressing billing or draw, you will go back to the Estimate you created and look for an option that says “Create Invoice” – click on that button/option.
This opens a Create Progress Invoice Based on Estimate window, which provides you with 3 different options for creating your progress invoice:
- Create an invoice for the entire estimate (100%)
- Create an invoice for a percentage of the entire estimate (you then get to choose a percentage – 33%, 30%, etc.)
- Create invoice for selected items or for different percentages of each item.
Most construction contractors will choose the third option, to Create invoice for selected items or for different percentages of each item. After making your selection on how you want to create the progress invoice; click OK.
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This now opens a new window, Specify Invoice Amounts for Items on Estimate; where you will be able to see the various line items that are on your Estimate. You can specify the quantity, rate, amount or percentage for each item that you wish to bill for in the current period. As you enter amounts or percentages you will be able to see a running total for the current billing. When you are satisfied, click the OK button to have the information automatically populate the Progress Invoice form.
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If you didn’t enter an amount or a percentage for each line item on your Estimate, QuickBooks will display a message indicating that there are items with zero amounts.
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Most people will find this Zero Amount Items message to be very annoying; it can be turned off by checking the Do not display this message in the future and clicking Ok.
Following this procedure you have created your first basic progress invoice. When you Save it, you have automatically updated your Accounts Receivable, and can send it to your customer or General Contractor or you can use the information it contains to complete an special invoice format that is required.
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