This article provides an overview of how to set up and access the invoice bulk processing feature.

In this article:

• Overview
  • Bulk Processing Use Cases
• Enable the Bulk Processing Feature
• Access the Bulk Processing Feature
  • Filter the Invoices in Batch Creation
• Print the Invoices
• Email the Invoices
• Pay the Invoices
• Pay and Email the Invoices
• Pay and Text the Invoices

Overview

Invoice bulk processing refers to an interface or functionality that enables users to perform email and payment actions for multiple invoices simultaneously. This feature streamlines the process of managing and processing many invoices simultaneously, improving efficiency and saving time for users.

Bulk Processing 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.

Processing Outside of Field Service Cycle: In certain scenarios, invoice processing may not align with the typical field service cycle. This could be due to various reasons, such as separate billing cycles, periodic invoicing, or specific business requirements. In such cases, bulk processing invoices allows for efficiently handling many invoices outside the regular field service schedule.

Involvement of Different People or Teams: In organizations where different individuals or teams are responsible for invoice processing, bulk processing becomes crucial. It enables centralized invoice management, allowing multiple people to handle the processing simultaneously.

Enable the Bulk Processing Feature

To enable the Bulk Processing feature, please contact your Vonigo Customer Success team.

Access the Bulk Processing Feature

To access the Bulk Processing feature:

• On the main navigation menu, select Invoices.

• Under the ACTIONS menu, select More Views.

• Click the Invoice Batch Processing, which will take you to the Batch Processing interface.

• Here, the Batch Processing 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
Filters	Filter the display by the available invoice criteria.
Labels	Filter the display by the labels.

• Below is the full list of the Invoices filter:

Filter	Description
Invoices (Contract)	It filters both manual and automated contract invoices.
Invoices	It filters the non-contract invoices.
Invoices Created Today	It filters the invoice created today.
Invoices Due today	It filters all invoices whose due date is either today or in the past.
Invoices With CC	It filters all contract invoices where the card is associated with the contract (the card on the profile will be ignored). It filters all non-contract invoices where the client has at least one active card on file. The card has to belong to the Auth.Net account of the current franchise (In case the client assigns and pays via CC to multiple franchises).
Invoices Without CC	It filters all the invoices where the CC is not defined.
Invoices Without Email	It filters all the invoices without an email defined.
Invoices with non-zero amount due	It filters all the invoices based on the database column invoiceAmountBallance, not the amount due displayed in the view.

• 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.

Print the Invoices

When downloading invoices, they can be saved in PDF format. However, if multiple invoices are selected for download, they will be bundled together in a zip file. The visual appearance of the printed invoices will be determined by the invoice appearance template that has been set up and configured in advance. To print the invoices:

• In the Batch Processing interface, click the Print Invoices button.

Email the Invoices

Batch processing invoices allows you to email invoices in bulk. This feature will only email; the invoices and can be repeated. To send invoices via email:

• In the Batch Processing interface, click the Email Invoices button.

• Select the available email template.

• Click Email to email the invoices in bulk.

Pay the Invoices

Within the Batch Processing interface, you can process a full payment for unpaid invoices. The remaining amount will be processed in the case of partially paid invoices. To process a full payment:

• In the Batch Processing interface, click the Pay Invoices button.

• Click OK to process the payment.

Pay and Email the Invoices

This feature lets you process the payment and email the invoices to the client simultaneously. To pay and email the invoices:

• Click the Pay & Email Invoices button in the Batch Processing interface and select the Email template.

• Click Continue To Create Invoice(s) to process the payment.

Pay and Text the Invoices

This feature lets you simultaneously process the payment and text the invoices to the client. To pay and text the invoices:

• Click the Pay & Text Invoices button in the Batch Processing interface and select the Text template.

• Click Continue To Create Invoice(s) to process the payment.

• If there is no credit card provided within an invoice, the process will show an error:

• If the "To" phone logic is implemented, which means that a phone number is required but not provided in the invoice, an error will be displayed. This error indicates that a phone number must be provided to proceed with the processing or submission of the invoice.

• If the "From" phone logic is implemented, which means that the phone number is taken by default from the mapped user field, and an error occurs, it suggests that there is an issue retrieving the phone number from the user field. The error indicates that the default phone number could not be obtained or mapped properly.