QuickBooks 2011 – Batch Invoicing Increases Efficiency

Batch Invoicing, is a very useful new feature of QuickBooks 2011, 2012, 2013, and 2014.  It allows small business owners to create an invoice that can then be sent to multiple customers.

QuickBooks 2011 New FeaturesI’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>

create billing groups
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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.

group name
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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.

select customers or jobs
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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.

create invoice
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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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