Enter batch invoices in QuickBooks Desktop for Mac

Here’s how to create a group of customers you can send a batch invoice to.

1. Go to Customer, then Customer Center.
2. Select the + icon, then New Group.
3. Enter a group name.
4. Select a customer or job from the Customer: Job list.
5. Select Add. This shows the customer or job you added in the Group Members list.
6. Repeat steps 4 to 5 until you have all the customers you want in this group.
   Tip: To select all the customers and jobs at once, press cmd ⌘ + A. To select more than one customer, press shift + click.
7. Select OK to save the group.

Edit a group of customers

Here’s how to make changes or add notes to a group.

1. Go to Customers, then Customer Center.
2. Under Customer Groups, double-click the group you want to edit.
3. To add a new customer to the group, select the customer name, then Add.
4. To remove a customer from the group, select the customer name, then Remove.
5. (Optional) Select the Notes tab to add info to the group.
6. When you’re done, select OK.

Here’s how to create a batch invoice for a group of customers.

Note: A batch invoice isn't the same as a memorized transaction. You still have to create an invoice for your group of customers every time you want to bill them.

1. Go to Customers, then Create Batch Invoices. Info about batch invoicing appears.
2. When you’ve read the info, select OK.
3. Under Customer:Job or Group, select the group you made. Info about sales tax and batch invoicing appears.
4. When you’ve read the info, select OK.
5. Add items to the invoice.
6. If all looks good, select Save. The Review Invoices window appears.
7. Make sure all the info on your invoice is correct.
8. (Optional) To print the invoice, select the To Print checkbox. To email the invoice, select the To Email checkbox. If you don’t want one of the customers to receive the invoice, uncheck the box.
9. When you’re done, select Create, then OK.

If you want to offer online payment options, you need to select those on each customer’s invoice.

Here’s how to print and email a batch invoice to a group of customers.

Print a batch invoice

1. Go to File, then Print Forms.
2. Select Invoices.
3. On the Print Forms window, select all the invoices you want to print.
4. Select Print.
5. If all looks good, select Print.

Email a batch invoice

1. Go to File, then Email Forms.
2. On the Email Forms window, select all the invoices you want to print.
3. Select Email. You will see a pre-filled email you can customize.
   Note: Don’t edit the «contact» field. QuickBooks use this as a placeholder on the email attached to each customer’s invoice.
4. Select Include text in emails to send the cover email text to your default email account.
5. Select Send. QuickBooks sends the emails with invoices attached as PDF forms, from your business email account.

Note: If you want to send the emails later, check Save emails as drafts. This saves the invoices as PDF files on the Drafts folder of your default email account.