This article explains how to send lots of invoices at once, create credit notes and handle special invoicing scenarios.
Step 1 - When do you use bulk invoicing?
Bulk invoicing is useful when you want to create and send lots of invoices at once.
The most common situations:
Situation | Explanation |
Storage invoicing | Invoicing all storage customers at once (monthly, quarterly) |
Periodic invoicing | Regular clients who are invoiced at fixed times |
End-of-week invoicing | Invoicing all of last week's jobs in one go |
Step 2 - Bulk invoicing step by step
Go to the invoicing overview. Filter for the invoices you want to send (for example, all storage invoices for this month).
Check the draft invoices one by one, or by spot-checking a sample. Select all the invoices you want to send. Click Send in bulk. The system sends all the selected invoices at once.
Note: Always check the draft invoices before sending them in bulk. An error in the configuration (wrong rate, wrong VAT, wrong revenue group) multiplies itself if you're not careful.
Tip: The first time you use bulk invoicing, check the first 3-5 invoices manually. Compare the amounts, the VAT and the revenue group. If these are correct, you can send the rest with confidence.
Step 3 - When do you create a credit note?
You create a credit note when you want to correct an invoice that has already been sent.
The most common situations:
Situation | Explanation |
Error on invoice | Wrong amount, wrong VAT, wrong customer details |
Cancellation | The customer cancels the removal after the invoice has already been sent |
Storage credit | The customer collects their belongings earlier than the invoiced period |
Discount afterwards | You've agreed a discount with the customer after invoicing |
Step 4 - Creating a credit note
Go to the invoice in the case file. Click Create credit note. The system creates a negative invoice that corrects the original invoice.
Check the credit note: are the amounts, VAT and description correct? Send the credit note to the customer.
Note: The credit note is also automatically forwarded to your accounting package (if the integration is set up). This keeps your accounts correct.
Step 5 - New invoice after a credit note
If you want to send a new invoice after the credit note (for example, with the corrected amount):
Create a new invoice on the same case file. Adjust the lines to the correct amounts. Send the new invoice.
The customer then has three documents: the original invoice, the credit note and the new invoice. On balance, the customer pays the correct amount.
Tips
Always check draft invoices before sending them in bulk
The first time: check a sample
Credit notes are also sent to your accounting package
Please note
An error in the configuration multiplies itself with bulk invoicing
Credit notes only correct the invoice, they don't delete it
After a credit note, you can create a new invoice with the correct amount
Next article: Go-live checklist