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Batch Invoices in QuickBooks Pro- Instructions

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Batch Invoices in QuickBooks Pro- Instructions: A picture of a user sending batch invoices in QuickBooks Pro.

Batch Invoices in QuickBooks Pro: Overview

            You can easily create batch invoices in QuickBooks Pro to give multiple, selected customers an invoice for the same products or services. Before you create batch invoices in QuickBooks Pro, however, you should be sure you have the customer’s information recorded correctly within the “Customers & Jobs” list in the Customer Center. QuickBooks uses the customer information you have entered to “fill-in” the specific information for each customer when it creates the invoices. This includes the customer’s “Terms,” “Preferred Delivery Method,” sales tax, and address information. QuickBooks uses this information to specify the customer’s settings within each invoice created, as well as determine whether to print or email the invoice now or later.

            You should check your default preferences for sending forms in QuickBooks before creating batch invoices in QuickBooks Pro that you intend to email. To do this, select “Edit| Preferences…” from the Menu Bar. Then select the “Send Forms” icon in the list at the left side of the “Preferences” dialog box that appears. In the “My Preferences” tab to the right, ensure that the “Auto-check the ‘Email Later’ checkbox if customer’s Preferred Delivery Method is email” checkbox is checked.

            This ensures that batch invoices in QuickBooks Pro that are created for customers who have a “Preferred Delivery Method” of “Email” will have the email invoices marked as “Email Later.” Customers with a “Preferred Delivery Method” of “Mail” will have the “To be printed” checkbox checked within their batch invoices in QuickBooks Pro. If the delivery method is unspecified, neither box will be checked. After checking the send settings in the “Preferences” dialog box, click the “OK” button to apply them.

            To create batch invoices in QuickBooks Pro, select “Customers| Create Batch Invoices…” from the Menu Bar. You can click the “OK” button in the message box that appears, if needed. In the “Batch Invoice” window, then select the customers for whom you want to create batch invoices in QuickBooks Pro. To create a one-time batch invoice for customers, select the names of the customers or customer jobs from the left list and then click the “Add >” button to move them into the list at the right side of the dialog box.

            To instead create a “Billing Group” of customers to more easily select a set of customers for whom you may send out regular batch invoices in QuickBooks Pro in the future, click the “Billing Group” drop-down in the upper-right corner of the window. Then select the “<Add New>” command to open the “Group Name” dialog box. Type a name for the group of customers into the “Name” field. Then click the “Save” button to create the group in the right list. Then select the names of the customers or customer jobs to add to the group from the left list and click the “Add>” button to add them into the group at the right side of the window.

            When finished, click the “Save Group” button below the right list to save the customers into the billing group you created. In the future, you will be able to select the name of the billing group you created from the “Billing Group” drop-down to automatically select those customers in the group when creating batch invoices in QuickBooks Pro. You can also select customers in a billing group and click the “< Remove” button to remove them from the list. Be sure to click the “Save Group” button again after doing this to save the changes to the group.

Batch Invoices in QuickBooks Pro- Instructions: A picture of a user sending batch invoices in QuickBooks Pro.

Batch Invoices in QuickBooks Pro- Instructions: A picture of a user sending batch invoices in QuickBooks Pro.

            To manage the groups you have created to rename or delete them you can click the “Manage Groups” button in the upper-right corner of the window to open the “Manage Billing Groups” window. First, select the name of a billing group in the left list to manage. To rename the group, type a new name into the “Billing Group” field to the right. Then click the “Save” button below the field. To delete the billing group, click the “Delete” button below the “Billing Group” field. Then click the “Yes” button in the confirmation message box that appears. You can click the “Close” button in the “Manage Billing Groups” dialog box to close it and return to the “Batch Invoice” window when finished.

            After selecting the customers to batch invoice, click the “Next” button at the bottom of the window to continue. In this screen, enter the invoice date into the “Date” field and, if needed, select the invoice template to use from the “Template” drop-down. Then enter the line items for the invoice by clicking into the first row under the “Item” column and selecting the first invoice item from the drop-down that appears.

            Enter the quantity and rate for the item under the “Quantity” and “Rate” columns. Also, be sure to check or enter the value in the “Amount” column. Repeat this process, as needed, until you have added all of the required line items into the line item area. If needed, you can enter a customer message to print on the batch invoices in QuickBooks Pro into the “Customer Message” field at the bottom of the screen. When finished, click the “Next” button to continue.

            In the last screen, double-check the invoice information shown for each customer. If there is a customer for whom you do not want to create an invoice, you can click into the leftmost “Select” column to remove the checkmark from that row and skip creating an invoice for that customer. When you are ready to create the invoices, click the “Create Invoices” button at the bottom of the screen to continue.

            In the “Batch Invoice Summary” dialog box that appears, you can see the summary of the invoices that were created, grouped by send method. To batch print the invoices from this batch group, click the “Print” button in this dialog box. To batch email the invoices from the batch group, click the “Email” button. When you are finished reviewing the summary, you can click the “Close” button in the dialog box to close the window.

Batch Invoices in QuickBooks Pro: Instructions

  1. To check your default preferences for sending forms before creating batch invoices in QuickBooks Pro, select “Edit| Preferences…” from the Menu Bar.
  2. Select the “Send Forms” icon in the list at the left side of the “Preferences” dialog box that appears.
  3. In the “My Preferences” tab to the right, ensure that the “Auto-check the ‘Email Later’ checkbox if customer’s Preferred Delivery Method is email” checkbox is checked.
  4. Click the “OK” button.
  5. To create batch invoices in QuickBooks Pro, select “Customers| Create Batch Invoices…” from the Menu Bar.
  6. Click the “OK” button in the message box that appears, if needed.
  7. In the “Batch Invoice” window, select the customers for whom you want to create batch invoices in QuickBooks Pro.
  8. To create a one-time batch invoice for customers, select the names of the customers or customer jobs from the left list.
  9. Then click the “Add >” button to move them into the list at the right side of the dialog box.
  10. To instead create a “Billing Group” of customers to more easily select a set of customers for whom you may send out regular batch invoices in QuickBooks Pro in the future, click the “Billing Group” drop-down in the upper-right corner of the window.
  11. Then select the “<Add New>” command to open the “Group Name” dialog box.
  12. Type a name for the group of customers into the “Name” field.
  13. Then click the “Save” button to create the group in the right list.
  14. Then select the names of the customers or customer jobs to add to the group from the left list and click the “Add>” button to add them into the group at the right side of the window.
  15. When finished, click the “Save Group” button below the right list to save the customers into the billing group you created.
  16. To automatically select those customers in the group when creating batch invoices in QuickBooks Pro in the future, you can select the name of the billing group you created from the “Billing Group” drop-down.
  17. You can also select customers in a billing group and click the “< Remove” button to remove them from the list.
  18. Be sure to click the “Save Group” button again after doing this to save the changes to the group.
  19. To manage the groups you have created, click the “Manage Groups” button in the upper-right corner of the window to open the “Manage Billing Groups” window.
  20. Select the name of a billing group in the left list to manage, first.
  21. To rename the group, type a new name into the “Billing Group” field to the right.
  22. Then click the “Save” button below the field.
  23. To delete the billing group, click the “Delete” button below the “Billing Group” field.
  24. Then click the “Yes” button in the confirmation message box that appears.
  25. You can click the “Close” button in the “Manage Billing Groups” dialog box to close it and return to the “Batch Invoice” window when finished.
  26. After selecting the customers to batch invoice, click the “Next” button at the bottom of the window to continue.
  27. In this screen, enter the invoice date into the “Date” field and, if needed, select the invoice template to use from the “Template” drop-down.
  28. Enter the line items that will appear in the invoice by clicking into the first row under the “Item” column and selecting the first invoice item from the drop-down that appears.
  29. Enter the quantity and rate for the item under the “Quantity” and “Rate” columns.
  30. Also, be sure to check or enter the value in the “Amount” column.
  31. Repeat this process, as needed, until you have added all of the required line items into the line item area.
  32. If needed, you can enter a customer message to print on the batch invoices in QuickBooks Pro into the “Customer Message” field at the bottom of the screen.
  33. When finished, click the “Next” button to continue.
  34. In the last screen, double-check the invoice information shown for each customer.
  35. If there is a customer for whom you do not want to create an invoice, you can click into the leftmost “Select” column to remove the checkmark from that row and skip creating an invoice for that customer.
  36. To create the invoices, click the “Create Invoices” button at the bottom of the screen to continue.
  37. In the “Batch Invoice Summary” dialog box that appears, you can see the summary of the invoices that were created, grouped by send method.
  38. To batch print the invoices from this batch group, click the “Print” button in this dialog box.
  39. To batch email the invoices from the batch group, click the “Email” button.
  40. When finished reviewing the summary, click the “Close” button in the dialog box to close the window.

Batch Invoices in QuickBooks Pro: Video Lesson

            The following video lesson, titled “Creating Batch Invoices,” shows you how to create batch invoices in QuickBooks Pro. This video is from our complete QuickBooks Pro tutorial, titled “Mastering QuickBooks Made Easy v.2018.”

 

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