Bulk Invoicing Customers Based on Tags

The Bulk Invoice tool allows you to quickly create invoices for groups of customers based on tags. This is useful when you want to bill different sets of customers for different amounts or products.

⚠️ Important Notes Before You Begin

• Invoices will be created for all tagged customers, even if they don’t have a billing relationship. Make sure your queries for generating your tags are accurate.
• You can undo bulk invoices, but only if they haven’t been paid. Paid invoices cannot be deleted.
• Sales tax will be added to taxable products automatically.
• If enabled, the Billing - Monthly Email (Requested) transactional email will be sent when bulk invoices or credits are created.

✅ Step-by-Step: Creating Bulk Invoices

Step 1: Access the Bulk Invoice Tool

Go to:
Data Entry > Manage > Bulk Actions > Bulk Invoice

Step 2: Set Invoice Parameters

In the Step 1 - Parameters section:

1. Reference Memo: Add a note (e.g., “Half Dues - October”) to help you identify this invoice batch later. This memo is internal and not visible to customers.
2. Product: Choose the product being billed (e.g., “Climbing Club Dues”).
3. Amount: Enter the amount to charge.
   Example: If normal dues are $10 and you want to charge half, enter $5.
4. Transaction Type: Select Debit (from customer).

Step 3: Select Customers by Tag

In the Step 2 - Customers section:

• Choose the tag that corresponds to the group of customers you want to bill.

Step 4: Preview & Confirm

1. Click Update Preview to see which customers will be billed and how much.
2. Review the dues column to verify the correct customers are included.
3. If everything looks good, click Step 4: Execute to generate the invoices.

Undoing a Bulk Invoice (If Needed)

If you made a mistake:

1. Return to the Bulk Invoice window.
2. Select the Reference Memo for the batch you want to delete.
3. Click Undo Bulk Invoice.

⚠️ Note: This will delete the invoices, but not any payments already made. If payments were accepted, reversing them is more complex, so double-check before executing!