Using a Billing Run for Bulk Invoicing

Billing Run is the term we use for our bulk invoicing function. There are two methods available to use with this feature. The first gives you the ability to create one invoice for multiple jobs against a single customer, whereas the second method gives you the ability to bulk invoice multiple jobs with each job allocated to its own individual invoice.

In this article, we'll take you through each method along with any rules or requirements that you may need to adhere to.

 

Invoicing Multiple Jobs for a Customer on one Invoice

As the title suggests, this method gives you the ability to create one collective invoice for multiple jobs that have been assigned to a single customer. Every material cost and labour entry will be shown on the invoice as an individual line item.

Unlike the normal invoicing process, we've also included the ability to show job-specific information on the invoice to help clearly display what job each line item relates to.

You can also apply this process to multiple customers in one sitting. We'll point out how in the steps below.

To begin the process, head over to Invoices and select "New Billing Run".

Billing_Run_1.png

Next, using the search filters provided, find and highlight the jobs you want to invoice for and then select "Next".

Note: As mentioned, you can apply this method to multiple customers in one sitting. For instance, if you highlighted four jobs that were allocated to two different customers, you'll end up with one invoice for each customer showing the costs of their two respective jobs. The example below is a good representation of how this might look.

Billing_Run_2.png

In the next screen, you'll be presented with two tabs - Invoice by Customer and Invoice by Job. For this method, you'll want to choose "Invoice by Customer".

Billing_Run_3.png

By selecting this tab, you'll be presented with several options. Below is a comprehensive list of what each one relates to.

Invoice Options:

Use cut off date - Use this if you're needing to invoice for work carried out on a job up until a specific date.
Change job status to - Use this if you'd like Tradify to automatically change the Job Status of every job selected once the billing run has been completed. Once enabled, choose the status you'd like to allocate.

Job Information to Include:

If you enable any of the options below, Tradify will show the value above the jobs respective line items on the invoice.

Job No
Reference
Date
Site
Job Address
Job Description
Custom Fields 1-4

Once you've enabled the relevant options, click "Next".

Note: As an example, we've enabled the following options to show you how they'll affect the outcome of your invoice.

Billing_Run_4.png

Here's an example of how these would be displayed on the invoice. Notice how each one has been added as a line item (above the jobs relevant material costs and labour components).

Billing_Run_6.png

Once you click Next, Tradify will create the invoice(s) and you'll be presented with a message advising the results. Click OK, and you'll now have visibility of the invoice(s) created.

Billing_Run_5.png

This final screen offers you the ability to bulk Approve, Send to Accounting, Print, Email, & Delete your invoices. To do so, just highlight the relevant invoice(s) and select the appropriate icon.

Billing_Run_7.jpg

To finalise the Billing Run process, click the Finish button. 

 

Invoicing Multiple Jobs on Separate Invoices

As the title suggests, this method gives you the ability to bulk invoice for each job selected in your billing run. Every material cost and labour entry will be shown on the invoice as an individual line item.

To begin the process, head over to Invoices and select "New Billing Run".

Billing_Run_8.png

Next, using the search filters provided, find and highlight the jobs you want to invoice for and then select "Next".

Note: In this example, we've selected 4 jobs from two different customers. Overall, 4 invioces will be created. One for each job. 

Billing_Run_9.png

In the next screen, you'll be presented with two tabs - Invoice by Customer and Invoice by Job. For this method, you'll want to choose "Invoice by Job".

Billing_Run_10.png

By selecting this tab, you'll be presented with the following options.

Use cut off date - Use this if you're needing to invoice for work carried out on a job up until a specific date.
Change job status to - Use this if you'd like Tradify to automatically change the Job Status of every job selected once the billing run has been completed. Once enabled, choose the status you'd like to allocate.

Once you've enabled the relevant options, click "Next" to compile your invoices.

Billing_Run_11.png

Once you click Next, Tradify will create your invoice(s) and you'll be presented with a message advising the results. Click OK, and you'll now have visibility of the invoice(s) created.

Billing_Run_12.png

This final screen offers you the ability to bulk ApproveSend to AccountingPrintEmail, & Delete your invoices. To do so, just highlight the relevant invoice(s) and select the appropriate icon.

Billing_Run_13.jpg

To finalise the Billing Run process, click the Finish button. 

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