Starting a Bulk Invoice
Click "New Invoice" and select "Bulk Invoice"
Select a date range for the billable entries to include
Click "Apply" to load all billable entries in that period
The system groups entries by client automatically
Reviewing Entries
For each client, you can:
Expand/collapse: Click the client row to see all their individual entries
Exclude entries: Toggle individual entries off to remove them from this invoice run
Exclude entire client: Move a client to the excluded section to skip them entirely
Set invoice recipient: Click "Action Required" or the recipient name to choose who receives the invoice
Set "Send To" per entry: Choose a different contact for specific line items if needed
Sync Button
If new billable entries have been created since you started the bulk invoice, click "Sync" to pull in the latest entries for your selected date range. This is useful if shifts were completed while you were reviewing the invoice.
Tax Options
Choose how tax is applied:
No Tax: Invoices are created without tax
Tax Included: Amounts already include tax
Tax Excluded: Tax will be added on top of amounts
Due Date
Set a due date for all invoices in this batch. This is the payment deadline that will appear on each invoice.
Generating Invoices
When you click "Generate Invoices":
The system validates all clients have an invoice recipient set
Invoices are created and pushed to Xero as "Awaiting Payment"
Invoices are not emailed automatically by Xero
You must go into Xero to send the invoices to your contacts
After generation, the invoices appear in your All Invoices tab and the run is recorded in Generated Invoices.
Managing Bulk Drafts
When you start a bulk invoice but don't generate it immediately, your progress is saved as a draft. This lets you prepare invoices over multiple sessions.
What Gets Saved
A bulk draft preserves:
The date range you selected
The due date (if set)
Which entries are included or excluded
Which clients are included or excluded
Invoice recipient selections for each client
Send-to contact selections for entries
Tax option setting
Resuming a Draft
Go to the Bulk Drafts tab to see your saved drafts. Click on a draft to open it and continue where you left off. All your previous selections are restored.
Deleting a Draft
If you no longer need a draft, open it and click the delete button. This removes the draft permanently. The underlying billable entries are not affected and can be included in a future invoice run.