Batch Invoicing

Generate dozens or hundreds of invoices simultaneously -- ideal for associations, clubs, and any group that needs uniform billing.

Overview

Rather than producing invoices one by one, Kantivo's Batch Invoicing tool lets you bill an entire roster of customers in a single pass. Even large batches process quickly, making it ideal for professional accountants managing multiple clients.

• Pick as many customers as you need from your local database
• Assign identical line items across every invoice in the batch
• Finalize the entire set with a single action

This capability is particularly valuable when the same charge applies to a defined group on a regular schedule.

When to Use Batch Invoicing

Any scenario where multiple customers owe the same amount is a strong candidate:

Step-by-Step Guide

1. Open the Invoice Center from the navigation sidebar
2. Press the Batch Invoice button to launch the batch workflow
3. Choose which customers should receive an invoice
4. Define the products or services to include as line items
5. Specify the invoice date along with your preferred payment terms
6. Examine the batch overview to confirm totals
7. Press Create Invoices to generate the full set

Selecting Customers

The selection panel presents your full customer list stored in Kantivo's local PostgreSQL database. Each entry has a checkbox for inclusion:

• Search Bar: Narrow the visible list by typing part of a customer's name
• Select All: Marks every customer currently shown in the filtered results
• Deselect All: Removes all checkmarks at once
• Manual Checkboxes: Toggle individual customers on or off as needed

A running tally beneath the list indicates how many customers you have checked.

Adding Line Items

Line items represent the goods or services being charged. Each customer in the batch receives an identical copy of whatever you configure here.

Adding a Line Item

1. Press + Add Line to insert a new row into the item list
2. Choose a Product from the dropdown, or opt for "Custom Item" to enter details manually
3. Adjust the Description field if the default text needs refinement
4. Pick the appropriate Income Account for revenue tracking
5. Fill in the Quantity and Unit Price fields

Pre-Defined Products

When you pick a saved product from the list, Kantivo populates several fields for you:

• The description is pulled directly from the product record
• The unit price is prefilled based on your stored pricing
• The income account is set to match the product's default account

All prefilled values remain editable, so you can override them for any particular batch without altering the original product definition.

Custom Items

Choose "-- Custom Item --" when you need to define a one-off charge with its own description, pricing, and account assignment.

Review & Create

A summary panel at the bottom of the batch form gives you a final look before committing:

• Subtotal: The combined value of all line items, excluding tax
• Tax: Computed automatically from your configured tax rate
• Per-Invoice Total: The amount each individual customer will be billed
• Batch Overview: The total count of invoices being generated and the grand total across the entire batch

Invoice Status Options

After Creation

Once the batch has been processed, a confirmation screen displays:

• The total quantity of invoices that were generated
• The aggregate dollar amount across the entire batch
• A detailed listing of each invoice paired with the corresponding customer name

Recommended Next Steps

• Distribute by Email: Open any invoice and deliver it electronically to the customer
• Generate PDFs: Export printable copies for physical mailing
• Monitor Collections: Return to the Invoice Center to track payment status across the batch

Tips & Best Practices

Preparation Checklist

• Define your products first: Setting up commonly billed items under Products & Services ahead of time saves effort during batch creation
• Confirm your customer roster: Ensure every person who needs an invoice already exists in your local Kantivo database
• Validate contact information: If you plan to send invoices electronically, double-check that each customer has a current email address on file

Correcting Errors

• Voiding a batch requires voiding each invoice separately -- there is no bulk-void action
• If you are uncertain about the details, start with "Draft" status so you can verify everything before posting to your books
• Individual invoices within a batch can be edited after creation without affecting the others

Scaling to Large Groups

• Kantivo handles batches exceeding 100 invoices efficiently, built for professional accountants with high-volume billing needs
• Larger batches may need a brief moment to complete -- processing is optimized to handle even the most demanding workloads
• The entire batch is wrapped in a database transaction: if a single invoice fails to generate, the whole batch rolls back and nothing is posted