Invoices - Bulk Processing
This article provides an overview of how to set up and access the invoice bulk processing feature.
In this article:
- Enable the Bulk Processing Feature
- Access the Bulk Processing Feature
- Print the Invoices
- Email the Invoices
- Pay the Invoices
- Pay and Email the Invoices
- Pay and Text the Invoices
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:
|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.
|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:
|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||
|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:
It displays all the work orders.
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.|
Filter selection for the user will remember the last selected configuration.
The invoices listed are for the current franchise only.
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.
- The PDF version of the invoice is attached to the email unless the Hide PDF Attachment flag is enabled in the template configuration.
- Please use key code references instead.
- An invoice without an email will fail to send an email to the client.
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:
It's important to note that this feature focuses solely on payment processing and does not include functionalities such as emailing or printing invoices.
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:
A credit card (CC) must be provided within an invoice to ensure the payment is successful, and as a result, it will not be emailed to the recipient. However, if the email template for sending invoices does not exist, the payment will still be processed, but no email will be sent regarding the payment.
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:
If a credit card (CC) is not provided within an invoice, the payment will fail, so it will not be texted to the recipient. However, if the phone number for sending invoices does not exist, the payment will still be processed, but no text message will be sent regarding the payment.
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.