Consolidated invoices are ideal if you need to send multiple invoices at the same time to a client.
Invoice Settings
The first step is to configure Invoice Number settings. An administrator can do this from Settings > Pay & Bill Settings > Invoice Settings. You can choose the format of the invoice number, the default terms, as well as the number format and branding:
An administrator can then go to Settings > Document builder to configure the consolidated invoice templates. You can configure further invoice details from within the document builder, by going to Sales Invoice builder and clicking “Invoice Settings” in the top right corner.
The information here will pull through to the relevant wildcards in the document builder.
There is also a new email template to configure for when you are sending your consolidated invoices to contacts. An administrator can go to Settings > Email templates > 14. Invoices
Creating Consolidate invoices
To consolidate invoices, you need to select the invoices that you want to consolidate, and the actions panel will appear - select “Create a new consolidated invoice”
⚠️Important: To be able to consolidate invoices, all the selected invoices must have the same:
Invoice Type
Company
Currency
Status (this must be APPROVED NOT SENT)
If the Invoice Type is Purchase invoice AND the Pay Type = Ltd Co. OR Corporation, the Candidate Company Name must be the same
Invoices must not have been consolidated previously.
In the Invoices tab, you will then see your consolidated invoice, and the child invoices will have a Status of “Consolidated”:
From within the invoice, you can clearly see it is consolidated and can view the details of the individual invoices which make up that consolidated invoice:
User can click into the activities tab to view the history of this invoice and add comments.
💡TIP: If you want to consolidate invoices from the same company but with different billing contacts and/or billing addresses, you can select from the dropdowns here:
Adding an invoice to an existing consolidated invoice
To add an invoice to an existing consolidated invoice, select the invoice(s), and from the Actions panel chooses “add to existing consolidated invoice”:
Then just select the consolidated invoice from the dropdown and hit Confirm
⚠️Important: Make sure all the selected invoices match the consolidated invoice. The following details must be the same:
Invoice Type
Company
Billing Address
Contact
Currency
Status (this must beAPPROVED NOT SENT)
If the Invoice Type is Purchase invoice AND the Pay Type = Ltd Co. OR Corporation, the Candidate Company Name must be the same
Invoices must not have been consolidated previously
📌 Note: If these details do not match, there will be no consolidated invoice showing to choose.
Removing an invoice from a consolidated invoice
To remove an invoice from a consolidated invoice, go into the consolidated invoice, hit Actions and “Remove child invoice”
Then select the invoice you want to remove:
You will be able to see this in the activities tab of the consolidated invoice and the child invoice.