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Batch Invoicing in QuickBooks

Many people out there charge their customers for the same services at the same price at the same time.  For example, I have a client that services the ice cream machines at a popular restaurant chain.  He does this service for about 20 of the stores here on long island.  Every week, after he performs the maintenance service, he needs to create an invoice for a set amount for each client.  Normally, most people assume that you have to create an individual invoice for each one of these customers which could take a decent amount of time.

With Batch Invoicing in QuickBooks Enterprise, the client can now choose a list of customers, enter in the service item and fee only once and have QB automatically create all the invoices for him.  Here’s how it’s done.

First, go to the Customers dropdown and choose “Create Batch Invoices.” Choose each customer you want to create the invoice for and choose “Add”. Either that or create a new Billing Group at the top right and add the customers that way so you don’t have to add each one individually every time.  Once you have chosen your customers, click “Next”.

On this next screen, Enter in the Date, Items, Quantities, Price, Etc that you want to charge. Just like creating a regular invoice.  Once you have all the information in there, click Next.

On the next screen, QB will give you a summary of the invoices that it’s creating along with the tax information that it has calculated. (Please note that it gets this tax information from the customer listing in the customer center, so make sure that information is accurate before creating these batch invoices).  Once you know everything is correct, click “Create Invoices”. QB will then create the invoices and either but them into the Print or Email Queue or leave them as unprinted in the invoice listing.  Again this is determined from the “Preferred Send method” in the customer record. 



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4 Responses to Batch Invoicing in QuickBooks

  1. Rob Jones says:

    Hi Ashley,
    I can create batch invocies as above.
    I would like to be able to create batch invoices for customers using their monthly fee, custom field, is this possible?
    The custom field is in each customers additioanl info box.
    Many thanks

    • Ashley Wallace says:

      Hi Rob,
      Unfortunately, QB acts a little weird when it comes to custom fields on batch invoices. When you use a customer custom field and add that field to the invoice template, on a normally created invoice, QB will bring into that field the information that is stored in the customer record. When creating a batch invoice, QB doesn’t show that field on the form yet errors when you try to move past. It says that the field is mandatory but doesn’t show it to you where you can enter anything.

      My question to you though, is are you sure you are using the correct type of field for what you are trying to do? If this field is for a monthly fee – it really wouldn’t work anyway as the field does not show on the invoice as a column. It’s a header field. I would think that you would want to use this field as an Item to charge for. In that case, you would create “Monthly Fee” as an item in your item list. Then you can create price levels to enter in the custom pricing per customer.

  2. Missi says:

    When I preform the batch invoicing on QB premier 2012 for non-profits, a Class field does not show up on the batch invoice creation. However, if I just create a normal invoice, there is a class field up top. Do you have any sugguestions on this?

    Thank you!

    • Alicia says:

      This is a disappointing. I had not noticed that they left that out in the process. Before I begin I would ask that you provide feedback in the Help menu that this is needed. They get so close than leave something so important out. I’m not sure if my suggestions will work for your situation. And quite frankly one of them is a little more involved than can be covered in this post.

      Suggestion #1:
      If the invoices are pretty consistant from time to time consider using memorized transactions instead. You can set up a group and run those in mass.

      Suggestion #2 (This is the more complicated one):
      You may be able to use the Client Data Review to reclassify these transactions. This function is available in all versions of QB. I only suggest using it if you are a Power User of Quickbooks and know the accounting side pretty well also. Again depending on the complexity of the invoices, and assuming each batch would have the same class, you should be able to quickly reclassify from this feature.

      I know this is not too informative but each of these could be a post or two to explain. Please let us know if we can would like to set up a one-on-one session to cover these.


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