How do you invoice all outstanding invoices at once?

What is bulk invoicing?

Bulk invoicing means converting all outstanding orders from your customers into invoices at once. Instead of creating each invoice separately, you do this with a few clicks for all your debtors at the same time.

Why would you bulk invoice?

• Save time by invoicing everything at once
• Prevent forgetting to invoice customers
• Work efficiently at the end of the day, week or month
• Send all invoices at a fixed moment

Step 1: Start the invoicing process

Go to the invoicing module

1. Click on the "Invoicing" tile
2. Go to "Invoices" → "General Debit invoices"
3. Click on "Create"

Set up the invoicing

Fill in the following details:

• Debtor category or debtor(s):

  • Select specific customers or categories you want to invoice
  • Leave empty to invoice ALL outstanding orders

• Date from:

  • Determines how far back the system looks for orders
  • Leave empty to include all non-invoiced orders

• Date to:

  • Until which date orders are included
  • Default: today

• Invoice date:

  • The date that will appear on the invoice
  • Default: today

Important: Do NOT check "Process directly"! This gives you the chance to check the invoices first.

Step 2: Check and process the invoices

Check the draft invoices

1. Go to "Invoices" → "To invoice Process"
2. View all created draft invoices (pro forma)
3. Check if all details are correct

Process the invoices

⚠️ Note: Once you process invoices, they receive an official invoice number and can NO LONGER be deleted! Therefore, always check first if all details are correct.

Option A: Process everything at once

• Click "Process" to finalize all invoices at once

Option B: Process selectively

• Select specific pro forma invoices
• Click "Process" in the right card
• Only the selected invoices become final

Step 3: Send the invoices by email

Send the emails

1. Go to "Invoices" → "To invoice Unchecked"
2. Click on "Email"
3. The invoices are automatically sent to the correct customers

⚠️ Note: Once invoices have been sent by email, NO MORE changes can be made to the invoice! Therefore, always check first if all details are correct before sending.

Not working?

If the emails are not being sent, check:

• If the debtor is set up correctly (see guide "Setting up and using debtors")
• If contact persons with email addresses have been created (see guide "Creating contact persons")

Extra option: BCC to your own email address

Would you like to receive a copy of every sent invoice yourself? You can!

Set up a BCC address

1. Go to "Admin"
2. Go to "Configuration"
3. Click on "Invoice"
4. Click on "Email addresses"
5. Click on "New"
6. Enter your own email address
7. From now on you automatically receive a copy of every invoice sent to customers

Benefits of a BCC address:

• You always have a copy in your own mailbox
• Easy for your own administration
• You can check if invoices have actually been sent

Done!

You have now successfully processed and sent all outstanding invoices at once. You can repeat this process daily, weekly or monthly, depending on your workflow.

Need extra help? Consult the guides "Setting up and using debtors" and "Creating contact persons" for more information about the basic settings.