Batch Billing: Generate Invoices in Bulk

Batch billing creates many invoices at once from work that’s already been done, so you don’t have to type them one at a time. There are three flavors, reached from two places: Generate Visit Invoices and Generate Monthly Fixed live on the Sales page; program-round invoicing lives on a Program’s summary page. In every case you press the button, the system finds what’s billable, and it skips anything that’s already been invoiced.

Before you start

Jobs must have a Billing Mode set (turn on Set Job Invoicing on the job, then choose Per Visit or Monthly Fixed). Seasonal Prepay / Manual jobs are never batch-billed.
Jobs need an accepted estimate. Every generated invoice pulls its dollar amount from the job’s most recent accepted estimate. No accepted estimate = no invoice for that job.
Jobs must be Active for Monthly Fixed and program-round runs (completed visits are what drives Per Visit).
The work has to actually be done: visits must be marked completed, and program rounds must be marked Completed, to be picked up.

Steps

Per-visit invoices (Sales page)

Creates one invoice per completed, not-yet-invoiced visit on Per Visit jobs.

Go to Sales. In the Batch Billing toolbar, optionally set a start date and end date to limit which completed visits are included (leave both blank for all).
Click Generate Visit Invoices.
A message reports how many were created, e.g. “Generated 5 visit invoice(s).” The Sales list refreshes so the new invoices appear.

Each invoice is dated today, due per the job’s Invoicing Terms (or 30 days), and priced from the job’s accepted estimate.

Monthly fixed-fee invoices (Sales page)

Creates one invoice per Monthly Fixed, Active job for the current month.

On the Sales page Batch Billing toolbar, click Generate Monthly Fixed.
A message reports the count, e.g. “Generated 3 monthly fixed invoice(s).” The list refreshes.

The run is idempotent per job and month — if you click it twice in the same month, jobs already invoiced for that month are skipped, so you won’t double-bill. Each invoice is priced from the job’s accepted estimate and dated to the billing month.

Program-round invoices (Program summary page)

For fertilization / plant-health-care programs, invoices are generated per completed round. Open the program (Programs → the program’s summary) to find these controls:

On a single completed round — a round that’s marked Completed shows a small invoice button in its row (“Generate invoices for this completed round”). Click it, confirm, and it creates one invoice per customer for all active jobs linked to that program.
All completed rounds — the Invoice Completed Rounds button (in the program’s action panel) sweeps every completed round in the program. Rounds that already have invoices are skipped. You’ll see a count, or “No invoices were generated. Rounds may already be invoiced, or no rounds are completed.”

Program-round invoices are grouped so each customer gets a single invoice covering their program jobs for that round, priced from those jobs’ accepted estimates.

What happens next

New invoices land in the Sales list as Open (or Overdue if you back-dated past a due date), ready to review, email, print, and collect on — exactly like a manually created invoice. See Create and Manage Invoices.
Nothing is emailed to customers automatically. Batch billing creates the invoices for you to review and send.
These invoices behave like any other from here: record payments against them, and when one is fully paid its linked job is closed automatically. See Record Payments.

Tips & best practices

Run monthly fixed at the start of each month. Because it’s idempotent per month, running it more than once is harmless — only new, uninvoiced jobs get billed.
Use the date range on visit invoices to bill a specific week or pay period rather than everything outstanding.
Mark visits and rounds completed promptly — batch billing only sees completed work. Anything still open is invisible to the run.
Batch and automatic invoicing coexist. If a job is opted into automatic invoicing, its visits are already billed as they complete; the batch buttons remain useful for jobs you haven’t opted in, or as a manual catch-up. See Automatic Invoicing.
Check the count the button reports. A count of 0 usually means everything is already invoiced, nothing is completed yet, or the jobs lack accepted estimates.

Troubleshooting

“Generated 0 invoices” — the most common causes: no completed visits/rounds in range, jobs missing an accepted estimate, jobs not set to the matching Billing Mode, or everything already invoiced.
A specific job didn’t get billed — confirm its Billing Mode matches the run (Per Visit vs. Monthly Fixed), that it’s Active (for monthly/program runs), and that it has a most-recent accepted estimate.
Monthly fixed skipped a job — it likely already has an invoice for the current month (one per job per month), or the job isn’t Active.
A program round shows no invoice button — the invoice button only appears on rounds marked Completed. Mark the round completed first.
Duplicate worry — you can re-run any batch safely; already-invoiced work is skipped, not re-billed.

Invoicing Overview — manual vs. batch vs. automatic at a glance
Automatic Invoicing — let the system generate these invoices without pressing a button
Create and Manage Invoices — review, email, print, and edit the generated invoices
Record Payments — collect on the invoices you generated