A Consolidated Purchase Invoice groups several Purchase Invoices for the same supplier or candidate company into one combined bill.

You use Consolidated Purchase Invoices to:

Pay multiple Purchase Invoices together.
Keep supplier billing tidy.
Share cost or margin between consultants using Profit split.

In the list, the Type column shows Consolidated Purchase Invoice and each line in the invoice refers back to one or more original Purchase Invoices.

⚠️ Important

A Consolidated Purchase Invoice groups multiple Approved Purchase Invoices for the same supplier or candidate company into a single invoice.
You create Consolidated Purchase Invoices from Purchase Invoices, you do not create them from scratch.
A Consolidated Purchase Invoice can only be created when all selected Purchase Invoices have:
- The same Invoice type
- The same Company
- The same Currency
- Status as Approved
- Have not been consolidated before
- Do not include Credit Invoices.
- And, when Pay Type is Ltd Co or Corporation, the Candidate Company Name must be the same.
You can only Mark as Paid in full when:
- Invoice type is Purchase Invoice or Consolidated Purchase Invoice or Sales Invoice or Consolidated Sales Invoice.
- Status is Approved for Purchase or Consolidated Purchase, or Approved not Sent or Approved and Sent for Sales or Consolidated Sales.
- Payment status is blank or Partially paid.
- Amount due is greater than zero.

Consolidated Purchase Invoices in Pay and Bill

Go to Pay & Bill → Invoices.
Use the Type column filter and choose Consolidated Purchase Invoice.
Use other filters such as Invoice Status, Payment Status, Company, Currency, Invoice Date, and Due Date to narrow the list.

You can also use the dropdown filters at the top right:

Candidates dropdown to filter by candidate.
Jobs dropdown to filter by job.

Check Consolidated Purchase Invoices by Status

In the Invoices grid you will see these Invoice Status values for Consolidated Purchase Invoice rows:

Draft – consolidation created and still in progress, fully editable
Approved – approved and ready for payment
Cancelled – should not be paid, but can be moved back to Draft
Approved with Payment Status as Paid in full – fully paid, only Profit split is available

Use the Invoice Status and Payment Status column filters to quickly see, for example:

all Draft consolidated purchase invoices that still need approval
all Approved consolidated purchase invoices that are not paid yet
all Approved consolidated purchase invoices with Payment Status as Paid in full

Bulk actions by Consolidated Purchase Invoice status

Select one or more Consolidated Purchase Invoices and look at the Actions for X invoices panel on the right.
Options change based on the Invoice Status and Payment Status of the selected invoices.

Draft consolidated purchase invoices

When all selected consolidated purchase invoices are Draft, Bulk actions includes:

Approve Invoices – approve all selected draft consolidated purchase invoices
Update invoice dates – change invoice dates in bulk

Approved (not Paid in full)

When selected consolidated purchase invoices are Approved and Payment Status is blank or partially paid, Bulk actions includes:

Mark as "Paid in full" – open the bulk mark as paid panel
Update invoice dates

The bulk Mark as "Paid in full" panel shows Notes:

All selected invoices must have the same Invoice type.
Status must be Approved for Purchase and Consolidated Purchase, or Approved not Sent or Approved and Sent for Sales and Consolidated Sales.
Payment status must be blank or Partially paid.
The action does not apply to invoices with Amount due as zero.
If details do not match, the action is not completed.

You also choose the Paid to account that the payment posts to.

Approved and Paid in full

When selected consolidated purchase invoices are Approved and Payment Status is Paid in full, Bulk actions includes:

Update invoice dates

The Mark as "Paid in full" option is no longer shown as the invoices are already paid.

Cancelled consolidated purchase invoices

When selected consolidated purchase invoices are Cancelled, Bulk actions includes:

Update invoice dates

From Draft to Approved and Cancelled

Create a Consolidated Purchase Invoice

To create a new Consolidated Purchase Invoice:

In Pay & Bill → Invoices, filter Type so you only see Purchase Invoice.
Filter Invoice Status to Approved and check that Company and Currency are the same for all rows you want to consolidate.
Select the Approved Purchase Invoices you want to consolidate.
Click More actions (…) → Create Consolidated Invoice.
Review and click Confirm.

📌 Notes:

Selected invoices must share the same Invoice type, Company, Currency, and Status as Approved.
For Purchase Invoice with Pay Type as Ltd Co or Corporation, Candidate Company Name must be the same.
Invoices must not have been consolidated previously.
Invoices must not include Credit Invoices.

A new Consolidated Purchase Invoice is created in Draft status with the chosen Purchase Invoices attached as child invoices.

Approve a Consolidated Purchase Invoice

From Draft you can approve the consolidated purchase invoice in two ways:

On the invoice:

Click the consolidated purchase invoice row.
Click Actions → Approve.

In bulk:

Select one or more Draft consolidated purchase invoices.
In the right panel under Bulk actions, click Approve Invoices.

Status changes to Approved.

Cancel a Consolidated Purchase Invoice

If an Approved consolidated purchase invoice is incorrect and should not be paid:

Open the invoice.
Click Actions → Cancel Invoice.

Status changes to Cancelled and the invoice will not be included in further payment runs.

From Cancelled, you can:

Actions → Move back to Draft if you want to fix and reuse the consolidation
Use Actions → Remove child invoice to remove specific child Purchase Invoices while you are in Draft again

Actions menu on a single Consolidated Purchase Invoice

Open any consolidated purchase invoice and click the Actions button. Options depend on the Invoice Status.

Draft

Actions shows:

Change Brand | Template – switch invoice brand or email template
Profit split – open the profit split window
Approve – approve this consolidated purchase invoice
Cancel Invoice – cancel without approving
Delete invoice – delete the consolidated purchase invoice
Remove child invoice – remove specific Purchase Invoices from this consolidation

You can also edit header fields and line items directly on the invoice.

Approved (Payment Status blank or not Paid in full)

Actions shows:

Change Brand | Template
Profit split
Cancel Invoice

You can no longer delete the invoice, but you can still cancel it if it is not paid in full.

Cancelled

Actions shows:

Move back to Draft – move the cancelled invoice back to Draft to fix and reuse
Remove child invoice – remove specific child Purchase Invoices

After moving back to Draft, you can edit and approve again.

Approved and Paid in full

When the consolidated purchase invoice is Approved and Payment Status is Paid in full, Actions shows:

Profit split

At this stage you cannot cancel or delete the invoice. You can only manage profit split.

Status flow for Consolidated Purchase Invoices

Status	How this status is set	What it means	What you can do
Draft	Created via Create Consolidated Invoice from Approved Purchase Invoices	New consolidated purchase invoice, still in progress and fully editable	Approve, Cancel, Delete, Remove child invoice, manage Profit split
Approved	Set by Actions → Approve on the invoice, or Bulk actions → Approve Invoices	Approved and ready for payment	Cancel Invoice, manage Profit split, use bulk Mark as "Paid in full" when payment status is blank or partially paid and Mark as Paid rules are met
Approved with Payment Status as Paid in full	Set by bulk Mark as "Paid in full" after payment is complete	Invoice is fully paid	Only Profit split is available in Actions
Cancelled	Set by Actions → Cancel Invoice from an Approved or Draft consolidated purchase invoice	Invoice should not be used for payment	Move back to Draft, Remove child invoice if you need to rebuild the consolidation