Batch Invoicing

Overview

Batch invoicing lets you group multiple unpaid invoices for a customer and send them together in one email with a single payment link. Instead of sending separate emails for each invoice, customers receive one message showing all invoices, the grand total, and one payment button - making it easier for them to pay everything at once.

How It Works

Selecting Invoices to Batch

1. Go to a project's Invoices tab with multiple unpaid invoices
2. Check the boxes next to the invoices you want to send together
3. Click "Select All" to choose all unpaid invoices, or select individually
4. The "Send X Together — $X,XXX" button appears showing invoice count and total amount

Sending a Batch

1. Click "Send X Together" after selecting invoices
2. Enter recipient details in the dialog:
   • Name: Customer contact name
   • Email: Where to send the batch invoice email
3. Click "Send Batch Email"
4. Customer receives one email with all invoices listed, grand total, and one payment button

What Customers See

The batch invoice email includes:

• Invoice table - All included invoices with invoice numbers and amounts
• Grand total - Sum of all balances due
• One payment button - Single Stripe checkout for the full amount
• Professional formatting - Branded email with your company logo

Payment Processing

When a customer pays a batch invoice:

• One Stripe checkout - Collects the total amount for all invoices
• All invoices marked paid - Each invoice status updates automatically
• Individual payment records - A Payment record is created for each invoice
• QuickBooks sync - One Payment applied to multiple invoices, with Stripe fee as separate expense (if QB connected)

Tips

• Project-specific - Batch invoicing is available on project invoice tabs, not the main invoices page
• Same customer only - All selected invoices must belong to the same customer
• Unpaid balances - Only invoices with balance due > $0 can be batched
• Stripe required - Batch invoicing requires Stripe to be connected for payment processing

Questions

Q: Can I batch invoices from different customers?
A: No, batch invoicing only works for invoices belonging to the same customer. Each batch must be for one customer at a time.

Q: What happens if a customer only wants to pay some of the invoices?
A: The batch creates one checkout for the full amount. If they want to pay individually, send each invoice separately using the normal "Send" button on each invoice.

Q: How does this sync to QuickBooks?
A: One Payment record is applied to multiple invoices, with the Stripe processing fee recorded as a separate expense. This matches QuickBooks' preferred workflow for batch payments.