Invoice - Batch Creation
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This article provides an overview of how to set up and access the invoice batch creation feature.
In this article:
Overview
Batch Creation is a feature designed to simultaneously simplify the process of generating multiple invoices for businesses that handle high volumes of contract work or projects with predefined pricing and scope. It allows users to define parameters within the system and automate the creation of invoices, reducing administrative tasks and improving productivity. This feature is particularly useful for industries where clients do not expect immediate invoices but require invoicing at a later stage. By streamlining the invoicing process, businesses can save time and resources, focusing on other critical aspects of their operations.
Batch Creation Use Cases
High-Volume Businesses: Businesses that generate invoices daily for contract work, such as maid services, dog waste removal, water delivery, and similar services, can benefit from the Batch Creation feature. These businesses often have a high frequency of services where clients expect billing at intervals shorter than the service delivery, such as monthly bills or weekly services.
Weekly/Monthly Invoicing: For businesses that need to invoice a significant volume of work at the beginning or end of a week or month, the Batch Creation feature proves valuable. This use case typically applies to businesses that offer high-frequency services or engage in contract work where clients expect regular invoices at shorter intervals.
Partial Implementation: In some cases, businesses may have a portion of their operations falling under the high-volume or weekly/monthly invoicing use cases described above. This means that specific departments or services within the business can benefit from the efficiency and automation offered by Batch Creation. In contrast, other parts of the business may follow different invoicing practices.
Enable the Batch Creation Feature
To enable the Batch Creation feature, please contact your Vonigo Customer Success team.
Access the Batch Creation Feature
To access the batch creation feature:
- On the main navigation menu, select Invoices.
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Under the ACTIONS menu, select More Views.
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Click the Invoice Batch Creation, which will take you to the Batch Creation interface.
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Here, the Batch Creation has common features of the invoices under the ACTIONS menu, such as the following:
| Feature | Description |
| Create Invoice | This feature allows users to generate a new invoice. |
| Cancel Invoice(s) | This feature enables users to void or cancel invoices that have been created. |
| Print Invoices | This feature allows users to generate hard copies of invoices. |
| Email Invoices | This feature enables users to email invoices directly to clients or relevant stakeholders. |
| Advanced Search | This feature provides users with enhanced search capabilities to locate specific invoices based on various criteria. |
| Show Non Invoiced Work Orders |
This feature displays a list of work orders or services that have not yet been invoiced. |
Filter the Invoices in Batch Creation
There are three different criteria that you can use to filter the invoices displayed within the Batch Creation interface.
| Criteria | Description |
| Date Range | Filter the display by the date range of the invoices. |
| Work Order Status |
Filter the display by the status of the work order. |
| Labels | Filter the display by the labels. |
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Below is the full list of the Date Range filter:
| Parameter | Description |
| Today | Refers to the current date only. It includes invoices generated on the present day. |
| Week To Day | Encompasses the period from the start of the current week up to the present day. It includes invoices generated within the current week. |
| Month To Day | Covers the timeframe from the beginning of the current month up to the present day. It includes invoices generated within the current month. |
| Yesterday | Represents the day immediately preceding the current day. It includes invoices generated on the previous day. |
| Last Week | Denotes the week immediately preceding the current week. It includes invoices generated during the previous week. |
| Last Month | Refers to the month immediately preceding the current month. It includes invoices generated during the previous month. |
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Below is the full list of the Work Order Status filter:
| Parameter | Description |
| Open | It filters the work orders that are still active or ongoing. |
| Service Completed | It filters the work orders that are completed. |
| Archived | It filters the work orders that have been archived. |
- Below is the full list of the Labels filter:
| Parameter | Description |
| All Labels |
It displays all the work orders. |
| Pending |
It filters the work orders that are in a state of pending review, assignment, or confirmation. |
| Outstanding | It filters the work order that has not been completed or resolved within the expected timeframe or according to specified criteria. |
| On Hold | It filters the work orders that are temporarily suspended or delayed. |
| Approved | It filters the work orders that have received the necessary authorization or approval. |
| Paid | It filters the payment for the work order that has been received in full. |
| Unpaid | It filters the payment for the work order that has not yet been paid. |
| Invoice Created | It filters the work orders for which the invoice has been generated. |
Note:
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Filter selection for the user will remember the last selected configuration.
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Outstanding work orders in the list are shown for the current franchise only.
Invoice Creation Options
The Invoice Creation Options provide you with two options when creating invoices. These options are located on the right-side panel alongside the view filters mentioned earlier.
| Option | Description |
| Create Separate Invoice Per Work | Create an Individual Invoice for each selected work order. |
| Roll-up All Work Orders For the Client Into Single Invoice | Create Individual Invoices for each client, aggregating selected work orders by client |
Note:
The invoice creation options include a feature that remembers the last selected configuration. This means that the system retains and recalls the user's previous choices, such as filters and view settings, when creating invoices.