This guide will show you how to combine multiple jobs on one invoice.
By using batch invoicing, you can streamline your invoicing process and ensure that clients receive a single, comprehensive invoice for all their services over a specified period.
What is batch invoicing?
Batch invoicing allows you to combine multiple jobs or invoices into a single invoice for a client. For example, if you have a regular client who receives weekly services, you can complete each job, send the job sheet, and then send each invoice to the batch queue as the jobs are completed.
At the end of the month, you can go to the batch queue, select the relevant jobs to include in the monthly invoice, and click batch. This will summarise the jobs into a single invoice to send to the client.
Example batch invoice:
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How to enable batch invoicing
Batch invoicing is enabled on a client-by-client basis. Follow these steps to enable batch invoicing for a client in Vital:
- Navigate to the contacts section in Vital
- Click the pencil icon to edit the contact
- Toggle the batch invoicing option on
- Click Save to apply the changes
How to create a batch invoice
When you complete a job for a contact with batch invoices enabled, the invoice will show as 'Batched' in the invoice list and it will also appear on the batch queue page.
The batch queue is where invoices are gathered before being combined and sent to the customer. It's a neat way to manage and streamline which invoices are included on a specific billing period you agree with the customer.
Navigate to Operations → Invoicing → Batch queue.
In the main Batch queue page, you will see the list of contacts with invoices ready to be batched.
1. Click on the contact name or the invoice count button. This will expand and show all the invoices for the contact.
2. Tick all the invoices you want to batch.
3. Click on the Preview button.
4. You will then be taken to the Batch Invoice Create page.
Note
The key difference between this page and the usual invoice screen is that the individuatl invoices will be the line items, rather than the indivudual products
5. Toggling the Configure batch invoice switch will allow you to reveal several other options before finally creating the batch invoice. You can attach the individual job sheets and/or individual invoices.
6. Click on the Action button at the top-right corner of the screen and choose whether to Mark it as invoiced or Send.
After sending/invoicing, you will be taken back to the Batch queue page and the invoices will no longer show in the list but will be shown on the Batch invoices page instead.
Where to find invoices that have been batched
The Batch invoices page is where all of the invoices that have been batched are listed.
Navigate to Operations → Invoices → Batch Invoices.
