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Best Practice - Use Batch Invoicing to Show Clients Outstanding/ Overdue Invoices

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Batch (or Multi) Invoicing can be used in the more traditional sense, or you use the batch as a means to create a single invoice for your client. listing only those invoices that still require payment. This manner for using the batches came to us from a client, and we thought it was worth sharing as a best practice :)

In this example, our client has 5 open jobs, each of which has been invoiced separately.  However, only 2 of the 5 invoices have been paid. From here on the Company Details page, we can see all the invoices for the client, as well as any balances owing.

Rather than re-send the client each of the 3 outstanding invoices, you can create a single invoice, to just list the outstanding ones.

Step 1 (optional)

Step 1 (optional)

Using the custom printout feature, you can create a printout that would read as "Outstanding Invoices." This is an optional step, but one that would really make this invoice clear to the client! From the ADMIN menu, choose System Set Up >> Printing Preferences.

Go to the My Printouts tab, and choose the Add Printout button.

Name the printout as you wish, and choose Invoice Batch (Printout) as the Printout Type. Click Save & Next.

On the first block, Batch Header, rename the word Invoice to Outstanding Invoices. Make any other adjustments as you see fit - in this example, as this is a batch to really just highlight what's owing to the client, I'm deselecting/ not showing the Expanded Summary or Status Report. Hit Approve & Publish when ready.

On the first block, Batch Header, rename the word Invoice to Outstanding Invoices. Make any other adjustments as you see fit - in this example, as this is a batch to really just highlight what's owing to the client, I'm deselecting/ not showing the Expanded Summary or Status Report. Hit Approve & Publish when ready.

Step 2

Back on the Company Details page, choose the Invoices tab, and click on the name of one of the outstanding invoices.

From the Invoice Details page, choose Edit Details in the top right.

Again in the top right, (1) choose "New" for Batch Invoicing, and (2) enter a Batch Name of your choosing. (3) Click Submit when ready.

The Invoice Details page now has a tab called Batch.

Go back to the Company Details page, and pick another invoice that is outstanding for this company.

Again choose Edit Details from the top right of the Invoice Details page, but for the Batch Invoicing, leave it as "Existing", and type in part of the name of the batch you created earlier. You can also just click the magnifying glass to see available batch names.

Hit Submit when ready.  

You now have 2 invoices in this batch.

Repeat the steps of picking the invoice you want from the Company Details page (Invoices tab), editing the Invoice Details page, and associating the invoice to the batch. Once your batch is complete, choose the Print icon from the top right of the page.

Choose the printout built earlier for outstanding invoices. This will generate a PDF of the invoice, which only includes those that are outstanding. This PDF can be sent to your client as you see fit.

And should the client pay one of the overdue invoices, you can follow the same steps above, but remove the Batch Name for that invoice, and in turn remove it from the batch. You can then send the Outstanding Invoice PDF again, but only include those that are truly outstanding.

We hope you'll find this to be a useful way to use the batch invoicing feature. We welcome your questions or concerns: support@functionpoint.com

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