Consolidated invoices are ideal if you need to send multiple invoices at the same time to a client.

The first step is to configure the Invoice Number settings. An administrator can do this from Settings > Admin Settings > General Settings > 7. 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 in 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 > No. 91

 

 

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 or 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

Then just click confirm - the action cannot be undone:

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:

Click into the activities tab to view the history of this invoice and add comments:

💡TOP 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 choose “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 be APPROVED or 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

NOTE: If these details do not match, there will be no consolidated invoice showing to choose.

You can then clearly see in the activities tab of the consolidated invoice the changes that have been made:

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:

You will also be able to see this in the activities tab of the child invoice:

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