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JoelP
Level 2

Batch Invoicing of Multiple Customers

Hello,  I have approx. 170 customers in my QBO file.  I would like to "invoice" a subset of these customers, approximately 50, for the exact same item and send the invoice via e-mail.  Is there a way in QBO to select multiple customers and bill them for one service?

 

Here's my use case...we are a non-profit membership association that collects a $25 dues fee every year.  Those that didn't pay at a meeting, I would like to invoice online.  I don't want to manually have to go and create an invoice for each one.  Can I just select them somewhere and say create an invoice for $25?

10 Comments
JessT
QuickBooks Team

Batch Invoicing of Multiple Customers

Hi JoelP,

 

We're unable to do batch invoicing in QuickBooks Online, but I've got an option for you.

 

You can create a recurring transaction for each of these 50 customers. Then, you can set them to automatically send emails on a specified date each year. Here's how:

  1. Click on the Gear icon.
  2. Choose Recurring Transactions.
  3.  Click New, select Invoice and hit OK.
  4. Enter a template name. Example: John - $25/year
  5. In the Type drop list, you can select Scheduled.
  6. Select the first customer in the Customer field and enter their email address.
  7. Set the Interval section, the Start date and End date if there is.
  8. Enter the item, the QTY and RATE.
  9. Click on Save template.

You can do the same template for the rest of the customers. To make it faster, you can duplicate the first template and change the template name and customer's name. Just click the down arrow beside Edit in the Action column of the first template, and select Duplicate.

 

If you have other questions, feel free to go back to this thread.

JoelP
Level 2

Batch Invoicing of Multiple Customers

Is there a video on this by chance?  I don't see the "Type" field you reference in your instructions?

JoelP
Level 2

Batch Invoicing of Multiple Customers

Is there a video available of this process?  Don't see the "Type" field you referenced in your instructions.

JamesDuanT
Moderator

Batch Invoicing of Multiple Customers

Hello Joel,

 

I can't provide a video that demonstrates how to create a recurring invoice, but I can give you screenshots of steps that JessT above.

 

Instead of selecting Custom Form Styles (in Step 2), you can choose Recurring Transactions. After that, you can follow the steps that he provided to complete the recurring invoice template.

 

You can also search a video on how to create recurring invoice or transactions online.

 

Let me know if you need anything else.

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BoomBoom23
Level 1

Batch Invoicing of Multiple Customers

I have set up recurring invoices but do I have to actually "send" the invoice?  These are for monthly rent amounts and I have never actually sent a statement before.  Tenants always know that rent is due on the first.

BoomBoom23
Level 1

Batch Invoicing of Multiple Customers

I have set up the recurring invoices.  Do I have to actually send them?  Can't I just generate an open invoice?  This is for monthly rent and I have never sent a statement.  Rent is due on the 1st for everyone.

MaryAnn_E
QuickBooks Team

Batch Invoicing of Multiple Customers

Hi there, @BoomBoom23.

 

I'm glad you've reached out to us. Let me help provide some insights about the invoice reminders in QuickBooks Online (QBO). 

 

You can turn off the payments invoice reminder to your customer as well as the frequency by going to Recurring Transactions. I'll show you how to do that.

 

  1. Go to the Gear icon and select Recurring Transactions.
  2. Under the Action column, click Edit along with the invoice.
  3. In the Invoice Recurring Transaction page, uncheck the box for Automatically send emails.
  4. For the number of occurrences, you can edit it if you are using the End dateAfter.
  5. Verify and hit Save template.

 

Once done, you can create and send invoices in QuickBooks Online. For future reference, I'm also including a helpful article for you to check out: Customize invoices, estimates, and sales receipts in QuickBooks Online.  

 

 

This will get you on the right track. Don't hesitate to leave a comment below if you have any other questions about invoice reminders. Have a good one. 

BoomBoom23
Level 1

Batch Invoicing of Multiple Customers

So I still have to "send" the invoice according to this.  I am asking if I can just generate the invoice and not "send" it.  I don't have the emails of all of my tenants.  Is that the only way to communicate with them.  And I certainly don't want to send paper statements to 125 people every month.

Just_me
Level 8

Batch Invoicing of Multiple Customers

@BoomBoom23   When you UNcheck the box to automatically send, it STOPS it from being sent.  There is NO need to send the invoices or statements.  

katherinejoyceO
QuickBooks Team

Batch Invoicing of Multiple Customers

Thanks for coming back to us, @BoomBoom23. Based on the third step shared by my peer @MaryAnn_E, unchecking the box for Automatic send emails will let you create recurring invoice transactions without sending them to your customers. 

 

Also, you can select the Save and close option after creating an invoice so it will just be saved and not send. 

 

I'll add these articles as your references in creating recurring invoices and transactions in QuickBooks Online:

 

 

Let me know if you have more questions about creating invoices, @BoomBoom23. I'm always around to help. 

 

 

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