The Batch invoices page is where all of the invoices that have been batched are listed. The format is the same as the Invoices section. If you delete a batch invoice, it will add the associated invoices back into the batch queue.
Accessing the Batch Invoice page
The Batch Invoices page can be accessed by going to Operations → Invoices → Batch Invoices.
Components of the Batch Invoice page
Components of the Batch Invoice page
Search for Invoices
Use the search bar to find invoices by entering contact or pool details.
Filter Options
By Status: Choose from options like Sent, Paid, Unpaid, Overdue, etc.
By Contact Tags: Use tags to filter invoices (set up tags separately).
By Date: Filter using a date range or pre-defined options (e.g., This Week, Last Month).
Customize Columns
Use the "Columns" tab to toggle the visibility of data fields (e.g., ID, Email, Status, Amount).
Sort, pin, or hide columns using the menu on each column.
Advanced Filters
Apply filters based on fields like ID, Invoice Date, Address, etc.
Define operators (e.g., =, !=, >) and specify values for precise filtering.
Add or remove filters as needed.
Actions Column
The Actions column is fixed but can be pinned to the left or right. Access various actions via the Action button (☰):
Print Invoice: Opens a PDF of the invoice for printing, useful for customers without email.
Print Job Sheet: Generates a PDF of the job sheet for printing.
Print and Mark as Sent: Prints the invoice and marks it as "Sent" in the Email column.
Mark Invoice as Entered: Manually marks invoices as entered (a green stamp appears in the Status column).
Mark Invoice as Sent: Marks the invoice as sent (label shown in the Email column).
Mark Invoice as Paid: Manually updates the invoice status to paid.
Email: resends the batch invoice to the contact or any other email address where you want to resend the invoice.
Batch Invoice details page
1. Invoice information - This panel will show the invoice information such as the job, invoice number, date sent, due date, and amount. A preview of the introduction email can also be seen here.
2. Compact and Expanded view - Select how your preferred view in displaying the invoices that are part of the batch invoice. Compact will display only the job type and date as line items. The Expanded view shows all the line items from the individual invoices.
3. Invoice items - The individual invoices are shown as line items for batch invoices. Select the Expanded view to display the actual service/product for each job. This part also displays the accumulated amount for all the invoices that were batched.
4. Action button - Clicking this will show the actions that can be applied to the invoice such as:
i. Resend Invoice - This allows you to resend the invoice.
ii. Preview invoice PDF - Select this if you want to preview the invoice PDF.
iii. Preview Job sheet PDF - Click this to preview the job sheet PDF.
5. Invoice Summary - This portion shows the summary of the invoice and its current status.
6. Pool details - The invoice details will also show the specific pool where the job was completed. Additionally, users have the flexibility to edit the pool information and attach notes related to the pool, and these notes are seamlessly synchronised across the platform.