Batch invoicing gives you the opportunity to create a client’s invoice for multiple jobsBatch invoices save time and paper (if paper copies are required) as you can specify the client, then create just one invoice that details different jobs and their associated costs. You are then requesting one bulk payment which in turn could save your customer time and money in processing.
You have the ability to set the criteria for the search and once this has been established you can create batch invoices with just a few simple clicks. Job Tracker can even be programmed to update the individual job records for you, again saving you time.
This pop up screen allows you to specify what to do once the batch invoice has been generated. Taking time to complete these fields upfront could potentially save you and your business a great deal of time. These can of course be changed at any time but note that changing them will not undo previous actions, i.e. if you have the ‘Set Job Status’ field here set to ‘needs scanning’, once you create a batch invoice it will complete the action. If you did not want this done on those records you will now need to go back and manually adjust each job.
Once you have assigned your invoice related data to your chosen fields within the Jobs Screen, you will need to visit this screen in Counters & Data to tell Job Tracker which fields to utilise.
From the Control Panel, click on the tab Counters and Data.
Once you have assigned and labelled your chosen invoice related fields within the Jobs screen, and you have assigned them within the Counters & Data screen as detailed above, you will be able to utilise these fields as search criteria set on the Batch Invoice Settings page as detailed previously in Figure 2. You are now ready to create batch invoices for any of your clients. Creating a batch invoice can be done via the Job screen. Search and access a job for your chosen client in the usual way. You do not need to access a job that needs to be included on the batch invoice, this criteria is set further on (or will be set by any predefined criteria that you have set within the Batch Invoice Settings screen), simply access any job for your chosen client. If you prefer you can access the client using the search facility within the Contacts screen, from here access the history tab and double click any job detailed on the bottom half of the screen.
This screen will detail for you any jobs for your chosen client that match the criteria specified in the Batch Settings Screen.
If no criteria has been set there then all jobs relating to that customer will appear.
A template file can be created in the usual way and assigned here to be used as the default for batch Invoices.