Consolidated Sales Invoices combine multiple Sales Invoices or invoice items into a single invoice for the same customer. You manage them from INVOICES within Pay & Bill where Type is Consolidated Sales Invoice.
⚠ Important
Consolidated Sales Invoices use four statuses only: Draft, Approved not Sent, Approved & Sent, and Cancelled.
There is no plain “Approved” status. Once a consolidated invoice is approved, the status becomes Approved not Sent (or directly Approved & Sent if you use approve-and-send actions).
A consolidated invoice with status Approved & Sent cannot be cancelled.
When Invoice Status is Approved & Sent and Payment Status is not Paid in full, bulk actions allow you to Mark as "Paid in full". After that, the option is removed.
Consolidated Sales Invoices in Pay and Bill
Go to Pay & Bill → INVOICES.
Use the Type column to find rows where Type is Consolidated Sales Invoice.
Check:
Invoice Status (Draft, Approved not Sent, Approved & Sent, Cancelled)
Payment Status (for example Paid in full)
Amount Due and other key columns.
When you open a Consolidated Sales Invoice, you see:
A list of line items with their own ID (child invoices or items),
Total and Amount due,
An Actions menu in the top-right corner that depends on the invoice status.
Candidate and Job Dropdowns on Consolidated Invoices
At the top-right of the Consolidated Sales Invoice details view you see two dropdowns:
Candidates – All
Jobs – All
Use these dropdowns to:
Quickly focus on a specific candidate or keep the view as Candidates – All,
Focus on a specific job when multiple jobs contribute to the same consolidated invoice.
This changes the context of what you see on the invoice (for example which child items are shown) without changing the underlying invoice data.
Check Consolidated Sales Invoices by Status
Status Overview
Status | What this means | What you can generally do |
Draft | New consolidated invoice created but not yet approved or sent. | Fully review and edit line items, remove child invoices, approve, send, or cancel. |
Approved not Sent | Consolidated invoice has been approved but not yet sent to the client. | Send or mark as sent, adjust branding or template, cancel if needed. |
Approved & Sent | Invoice has been approved and sent to the client. | Send again to the client, manage profit split, mark as Paid in full (via bulk if not yet paid). |
Cancelled | Consolidated invoice has been cancelled and should not be used for billing. | View details, move back to Draft if necessary, manage child invoices. |
Bulk Actions by Consolidated Invoice Status
Open the Actions for X invoices panel by selecting one or more Consolidated Sales Invoices in the table.
Draft Consolidated Sales Invoices (Bulk)
When selected invoices have Invoice Status as Draft, the panel shows:
INVOICE SELECTION
Deselect All
Range Selection
BULK ACTIONS
Approve Invoices
Approve and Mark as Sent
Approve and Send Consolidated Sales Invoices
Update invoice dates
Use these options to approve multiple draft consolidated invoices and optionally send them in one step.
Cancelled Consolidated Sales Invoices (Bulk)
When selected invoices have Invoice Status as Cancelled, the panel shows:
INVOICE SELECTION
Deselect All
Range Selection
BULK ACTIONS
Update invoice dates
Other bulk actions (approve, send, mark as paid) are not available for Cancelled consolidated invoices.
Approved & Sent Consolidated Sales Invoices (Bulk)
When selected invoices have Invoice Status as Approved & Sent:
If Payment Status is not Paid in full (empty or Partially paid), the panel shows:
INVOICE SELECTION
Deselect All
Range Selection
BULK ACTIONS
Mark as "Paid in full"
Send Consolidated Sales Invoices
Update invoice dates
Once Payment Status is Paid in full, Mark as "Paid in full" is removed, so you see:
Send Consolidated Sales Invoices
Update invoice dates
Use Mark as "Paid in full" when the invoice has been fully settled and you want to update payment status in bulk.
Approved not Sent Consolidated Sales Invoices (Bulk)
When selected invoices have Invoice Status as Approved not Sent, the panel shows:
INVOICE SELECTION
Deselect All
Range Selection
BULK ACTIONS
Mark as Sent
Mark as "Paid in full"
Send Consolidated Sales Invoices
Update invoice dates
Use:
Mark as Sent when the invoices should be treated as sent without emailing.
Send Consolidated Sales Invoices to email them to clients,.
Mark as "Paid in full" to set payment status once they are fully paid.
Actions Menu on a Single Consolidated Sales Invoice
Open a Consolidated Sales Invoice and use the Actions dropdown in the top-right. Options depend on the invoice status.
Draft Consolidated Sales Invoice (Actions)
For Invoice Status as Draft, Actions include:
Change Brand | Template – change the branding or email or invoice template used.
Profit split – adjust profit split configuration.
Approve – approve the consolidated invoice (status becomes Approved not Sent).
Approve & Send – approve and immediately send the invoice to the client.
Approve & Mark as Sent – approve and mark as sent without emailing.
Cancel Invoice – cancel the consolidated invoice.
Delete invoice – delete the consolidated invoice record (use with care).
Remove child invoice – remove selected child invoice lines from the consolidation.
While Draft, you can also adjust line items, descriptions, quantities, rates, and other editable fields as needed.
Approved not Sent Consolidated Sales Invoice (Actions)
For Invoice Status as Approved not Sent, Actions include:
Change Brand | Template
Profit split
Mark as sent
Send invoice to client
Cancel Invoice
Use these when you want to send the invoice, mark it as sent without emailing, or cancel it before it goes out.
Approved & Sent Consolidated Sales Invoice (Actions)
For Invoice Status as Approved & Sent (including cases where Payment Status is Paid in full), Actions include:
Profit split
Send invoice to client
From this status:
You can resend the consolidated invoice email to the client.
You can still adjust the profit split.
You cannot cancel or delete the consolidated invoice.
Cancelled Consolidated Sales Invoice (Actions)
For Invoice Status as Cancelled, Actions include:
Move back to Draft – re-open the invoice if it was cancelled in error.
Remove child invoice – remove child invoice lines from the cancelled consolidation.
After moving back to Draft you can review, edit, and re-approve the invoice if required.
Status Flow for Consolidated Sales Invoices
Step | From status | To status | How it changes |
1 | Draft | Approved not Sent | Use Approve (single) or Approve Invoices (bulk). |
2 | Draft | Approved & Sent | Use Approve & Send, Approve & Mark as Sent, or Approve and Send Consolidated Sales Invoices (bulk). |
3 | Draft | Cancelled | Use Cancel Invoice from the Actions menu. |
4 | Draft | (Removed) | Use Delete invoice to delete entirely (if allowed). |
5 | Approved not Sent | Approved & Sent | Use Mark as sent or Send invoice to client, or bulk Mark as Sent or Send Consolidated Sales Invoices. |
6 | Approved not Sent | Cancelled | Use Cancel Invoice. |
7 | Approved & Sent | Approved & Sent, Paid in full | Use Mark as "Paid in full" (bulk) once payment is complete. |
8 | Cancelled | Draft | Use Move back to Draft. |
Once a Consolidated Sales Invoice is Approved & Sent, you cannot cancel or delete it. Use payment status (including Paid in full) and, where necessary, related Credit Invoices or adjustments to correct it.