Manually copying invoices to an accounting tool can be time-consuming, especially when handling multiple invoices daily.
Instead of opening and copying them one by one, you can now use the bulk copy action to send multiple invoices in a single step.
In this guide, we'll walk through the prerequisites, step-by-step process, error handling, and permissions required for bulk copying invoices to your accounting tool.
Currently, this feature is available only for Xero, as it supports mapped tax rates and default invoice status selection—ensuring a smooth transfer without manual intervention.
Prerequisites
Before using the bulk copy action, ensure the following settings are configured in the Xero integration:
1) Tax rates are mapped for all invoices being copied.
2) A default invoice status is selected in the integration settings.
📌 Note: If you choose the "Always set the status manually" option, bulk copying won't work. Select either Draft, Submitted, or Approved status.
Without these settings, the bulk action will fail since no manual selection is possible during the process.
How to Copy Invoices in Bulk
1) Navigate to Financials > Invoices and select the invoices you wish to copy from the list.
📌 Tip: If you have multiple subsidiaries and only one is connected to your accounting tool, use the Subsidiary filter to see only eligible invoices. Save the view for later use.
2) Click Copy to Accounting to initiate the bulk copy action.
📌 Note: You can select up to 100 invoices at a time.
3) A modal appears displaying the selected invoices.
📌 Note: If many invoices are being copied, they will be processed in batches of five at a time.
Clicking on the invoice subject opens it in a new tab.
The table displays invoice numbers and the linked accounting tool.
If an invoice’s subsidiary lacks integration, a "-" appears.
The Status column updates dynamically:
Waiting: Invoice is queued.
Copying: Active process (spinner displayed).
Successfully copied: Invoice successfully transferred.
Already copied: Invoice was copied previously.
Error X: Specific error details are shown on hover.
4) If any errors occur, correct them and click Try Again to retry copying the affected invoices.
5) Once all invoices are copied successfully, the modal closes, and a confirmation message appears.
📌 Tip: Add the Copied to Accounting field to your invoice view to quickly see which invoices have been copied and which are still pending. You can also filter by this field to view only copied or uncopied invoices.
Error Handling
Errors may occur due to integration or invoice-related issues.
Integration Errors
Missing or invalid Xero integration: Disconnect and reconnect your Xero integration.
Unmapped tax rates: Access the invoice and adjust the tax rates.
Default invoice status not set: Set a default invoice status in the Xero integration.
Xero-specific validation errors: These errors come directly from Xero.
"This integration does not support bulk actions": Occurs if attempted with a non-Xero tool.
Invoice Errors
Invoice is not finalized: Open the invoice and finalize it.
Fixing Errors
When errors occur, affected invoices remain in the bulk-copy modal for review. You can:
Open invoices in a new tab to resolve issues.
Reconfigure the Xero integration if needed.
Retry the bulk action once errors are fixed.
Permissions
By default, Admins, Profitability Managers, and Managers can finalize and copy invoices to accounting tools. However, you can grant or revoke these permissions using the Permission Builder.
To modify permissions:
Open the Permission Builder and adjust the following permissions as needed.
Save the permission set.
Assign it to the appropriate users.
📌 Tip: Start with the Manager base set and customize the following permissions:
Add, edit, and delete draft invoices
Finalize draft invoices, edit, and delete finalized invoices
Copy invoices to the accounting system
What Happens After Copying?
If all invoices are copied successfully, the modal closes automatically.
📌 If canceled mid-process, the system completes ongoing copies but does not show success status in the modal. Instead, success will be visible in the invoice’s Copied to Accounting attribute.