Facility: Bulk Invoicing

Bulk Invoicing allows you to perform certain actions on multiple invoices at once, saving you time and effort. Currently, you can email invoices, add manual payments (i.e. cash/check), charge (only available if credit card processing is enabled on your account), apply credits to, and apply open payments to invoices in bulk.

Accessing Bulk Invoicing

1. To access Bulk Invoicing, visit your Dashboard.
2. Using the left sidebar, find and click on the Invoicing option.
3. Click on the “Bulk Invoicing” link.

Filtering Invoices for Bulk Actions

By default, the Bulk Invoicing page shows invoices with a due date set to the current day and a status of “Not Fully Paid”.

You can adjust these filters to find the exact invoices you want to perform a bulk action on.

Due Date

Any Due Date: Due date is not taken into consideration when filtering invoices. All due dates are included.

Due Date Before: Find all invoices with a due date before the specified date.

Due Date After: Find all invoices with a due date after the specified date.

Due Date Is: Find invoices with a due date on the specified date.

Due Date Between: Find invoices with a due date between the two specified dates (dates are inclusive).

Invoice Date

Any Invoice Date: Invoice date is not taken into consideration when filtering invoices. All invoice dates are included.

Invoice Date Before: Find all invoices with an invoice date before the specified date.

Invoice Date After: Find all invoices with an invoice date after the specified date.

Invoice Date Is: Find invoices with an invoice date on the specified date.

Invoice Date Between: Find invoices with an invoice date between the two specified dates (dates are inclusive).

First Visit

First Visit Before: Find invoices with a first visit before the specified date.

First Visit After: Find invoices with a first visit after the specified date.

First Visit On: Find invoices with a first visit on the specified date.

First Visit Between: Find invoices with a first visit between the specified dates.

Last Visit

Last Visit Before: Find invoices with a last visit before the specified date.

Last Visit After: Find invoices with a last visit after the specified date.

Last Visit On: Find invoices with a last visit on the specified date.

Last Visit Between: Find invoices with a last visit between the specified dates.

Status

Any: Status is not taken into consideration when filtering. All statuses will be returned.

Not Fully Paid: Only invoices that have not received full payment.

Past Due: Only invoices that are past due.

Emailed

Any: Whether an invoice has been emailed to the client is not taken into consideration when filtering. All invoices that have been emailed and all invoices that have not been emailed are included.

Not Sent: Only invoices that have never been emailed to the client.

Sent: Only invoices that have been emailed to the client.

Confirmation

Any: Whether a confirmation of the services on the invoice has been emailed to the client is not taken into consideration when filtering. All invoices that have had confirmations sent and all invoices that have not had confirmations sent are included.

Not Sent: Only invoices that have never had a confirmation emailed to the client.

Sent: Only invoices that have had a confirmation emailed to the client.

Once you have updated the filtering options, be sure to click the “Search Invoices” to update the results.

Selecting Invoices for Bulk Actions

Once you have found the invoices to perform bulk operations on, you need to select them. Next to each row, there is a checkbox. To include an invoice, click on the checkbox; you will notice the row also turns green, indicating that this invoice will be included. To check/uncheck all rows, click the "Check All/None" button at the top or bottom of the list.

Performing Bulk Action

Once you have selected the invoices you want to perform a bulk action on, use the blue action button above the selected Invoices. Click the arrow to the right of the button to get a list of all available actions. You will notice that each action has a number in parenthesis at the end. This number represents how many invoices this action will be performed on.

Bulk charging of invoices is only available if you have credit card processing enabled and the invoice’s client has at least one payment method on file.

When ready, click the respective action. You will be presented with a new window asking you to verify you want to perform the action. Click to verify, and the bulk invoicing action will be performed.

Scheduling Bulk Invoices And Confirmation Emails

By default, when sending invoices in bulk, they will be sent immediately. However, you can choose to schedule them to be sent at a later time by clicking the arrow to the right of the send button and clicking "Schedule For Later":

Viewing The Status Of A Bulk Action

It is important to check the status of each bulk action. Since the bulk actions are being performed in the background on many different invoices, we can’t alert you right away if there is an issue.

For example, if the credit card on file for a client has expired, the charge will be declined. This will not affect the other invoices in the batch, however.

To view the status of each action and their respective invoices, switch to the “History” tab. Each row in this list is one bulk action. To see more details about each individual invoice for a bulk action, click on the “Details” button. A new window will appear with the status of each invoice.

Bulk Applying Credits And Open Payments

When a client who has a credit or open payment also has an open invoice, you can apply these to their invoices in the "Credits" or "Open Payments" tab of Bulk Invoicing. Time To Pet will alert you that there are invoices available to apply credits or open payments to with a number beside each of these tabs. These numbers indicate the number of invoices that are available to apply a credit or open payment to and not the number of clients with credits or open payments available.

Next to each row, there is a checkbox. To include an invoice in applying available credits or open payments, click on the checkbox, and you will notice the row also turns green, indicating that this invoice will be included. To check/uncheck all rows, click the "Check All/None" button at the top or bottom of the list. Click the "Apply Credit To Invoices" or the "Apply Open Payments To Invoices" button.