One of the very useful features added in QuickBooks 2011 is Batch Invoicing, which allows you to create an invoice that you can send out to multiple customers in a few easy steps. Let’s take a look at this new feature.
Please note that this feature is not available if you have enabled the multiple currency feature in QuickBooks.
If you have an invoice that you want to send to multiple customers you can use the new Batch Invoicing feature. Before you start you want to make sure that all of your customers have settings for terms, sales tax rate, send method and email address (if you are planning on sending the invoices via email).
Select the Create Batch Invoices option from the Customers menu.
In the first screen you will select the customers that you wish to send the invoice to. Double click on a customer in the list, or click the add button. I’ll address “Billing Groups” a bit later.
The second screen is used to select the items that you wish to add to the invoice, along with some common features such as the invoice date, customer message and template.
Note that when you select the template the columns that are displayed in this window will change to match that template. This includes the custom fields that you have added as columns.
The final step is to review the invoice information by customer.
You can decide to drop a particular customer from the list if you feel that there is a problem. Note that the program is displaying the terms, send method and tax rate/code for each customer.
Click Create Invoices and QuickBooks will generate the invoices as listed. A summary window opens that will show the results.
This is not a method to manage recurring or contract invoices, where you have an amount that you are going to send each month until a contract amount is met. That would be a nice enhancement, perhaps they’ll address this in the future.
You have the ability to set up Billing Groups in this function. This allows you to create groupings of customers that you would want to use when creating a batch invoice. In the first screen you select the customers to add to the group and then click the Billing Group dropdown. Select Add New and create a name for the group.
Once you have created a group you can create invoices for them. Note that you want to create the group name before you select the customers, as the list of customers is cleared when you create a new group name. Create the group name, add the customers, click the Save Group button to save the customers that you want to have in that group.
About the Author (Author Profile)
Charlie Russell is the founder of CCRSoftware. He’s been involved with the small business software industry since the mid 70’s, focusing on inventory and accounting software for small businesses. Charlie is a Certified Advanced QuickBooks ProAdvisor. Look for Charlie’s articles in the QuickBooks and Beyond blog, as well as his California Wildflower Hikes blog.
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Sites That Link to this Post
- QuickBooks 2011 - Batch Invoicing Increases Efficiency | QuickBooks for Contractors blog | October 7, 2010
- The Best Articles on New QuickBooks 2011 Features | QuickBooks and Your Business | November 1, 2010
- QuickBooks 2011 Batch Invoicing How Tos | RPPC | March 29, 2011