Grouped Invoices

Grouped Invoices allow you to combine one or more completed orders into a single invoice for a customer. This is useful for customers who prefer consolidated billing instead of paying per order.

Grouped invoices are only available for Contractor customer types, which are designed for customers who require invoicing rather than immediate payment at the time of order creation.

For information on how to change your customer type to a contractor, see the Customer Types article.

Creating a Grouped Invoice

Grouped invoices can be created from: Finance > Orders.

From here:

1. Select one or more orders from the same customer using the checkbox on the left-hand side
2. Orders must be:
   • Completed
   • Unpaid
   • Not yet invoiced
   • Belonging to a Contractor customer type 
3. Once selected, click Process Orders in the top right corner
4. A modal will appear showing an overview of the selected orders and total
5. Click Create Invoice

You will then be taken to a draft invoice view where you can review and edit the grouped invoice before sending.

Editing the Invoice

In this view you can edit the following information on the draft: 

1. Additional Details: Click the Additional Details section to add a PO Number.

2. Add to Invoice: Click Add to Invoice to access additional options:

• Add Order: Add additional eligible orders to the invoice

• • Only shows completed, unpaid, and un-invoiced orders associated to the selected Customer
  • Select orders and click Add

• Add Discount: Apply a discount to the entire invoice

• • Select an existing discount or create a new one
  • Set:
    • Internal name
    • External display name (optional)
    • QuickBooks ID
    • Discount type (percentage or fixed amount)
    • Amount
    • Option to apply discount after tax
  • Click Save to apply
• Add Customer Line Item: Add custom line items to the invoice
  • Select an existing item or create a new one
  • Set:
    • Internal name
    • External display name (optional)
    • QuickBooks ID
    • Price and quantity
    • Option to include taxes
  • Click Add to include it on the invoice

3. Edit Individual Line Items: Edit each item within the order.

• Click the 3-dot menu beside any line item
• Options:
  • Edit price or quantity
  • Delete line item

4. Add to Order: Beneath each order section you can add discounts (including line-item-specific discounts) and/ or custom line items to the specific order. 

5. Payment Terms & Notes: At the bottom of the invoice you can edit these sections.  

• Payment Terms (Net terms or custom terms)
• Add Notes for the customer (visible on invoice)

Invoice Details Panel (Right Side)

Info & Transactions

This section provides a real-time overview of the invoice’s financial status and related activity.

It includes:

• Total invoice amount – The full value of the invoice before any payments are applied
• Outstanding balance – The remaining amount still due on the invoice
• Last updated date – The most recent time any changes were made to the invoice
• Email recipients – The contacts the invoice will be sent to (pulled from the customer’s accounting emails or primary email)
• Add additional recipients – Allows you to include extra email addresses for invoice delivery
• Transaction history – A full record of all payments and adjustments, including online payments, offline payments, and credit memo usage

History

The History section tracks all activity and changes made to the invoice over time.

It includes:

• Creation details – When the invoice was created and by whom
• Edits – Any changes made to the invoice, such as line item updates, discounts, or adjustments
• Send history – Records of when the invoice was sent, and to which recipients

Notes

The notes section allow you to add notes to the grouped invoice. These are internal-only notes and not visible to customers. 

Previewing, Sending & Queuing the Invoice

Preview Invoice

• Click Preview Invoice to view customer-facing version
• Option to download invoice copy

Queueing an Invoice

Instead of sending immediately, you can queue an invoice for later sending. This is useful for:

• Month-end billing cycles
• Sending multiple invoices at once
• Reviewing invoices before release

To queue:

• Click the arrow beside the Send Invoice button
• Select Queue Invoice
• Confirm recipients
• Click Queue Invoice

Important details to note about queuing:

• Only draft invoices can be queued
• Queued invoices can be sent later from the Finance> Grouped Invoices section
• Can be sent individually or in bulk

Sending an Invoice

Click Send Invoice to:

• Review recipient emails
• Add additional emails
• Optionally select Add Payment After Invoice Is Sent
• Send invoice

After sending:

• Invoice shows sent status
• You can click the re-send button to re-send the email

Payment Options (Online, Credit Memo, Offline Payment)

When a grouped invoice is sent, it includes a QR code and payment link, allowing the customer to pay directly from the invoice.

Contractor customers can pay online using either credit card or ACH. This follows the same online payment process used for C.O.D customers.

Once payment has been completed, the same link can still be used by the customer to view and download their receipt.

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Once the invoice has been sent, you also have the following payment options available internally:

1. Get Link to Pay: Generates a payment link for the invoice

• Copies the payment link to your clipboard

• Can be shared directly with the customer

• Can also be used to preview the customer payment experience in a browser

2. Credit Memo Payment: Allows you to apply an available credit memo balance to the invoice.

• Displays both the unpaid balance and available credit memo balance

• Enter the amount you want to apply

• Click Pay Now to complete the payment

Once processed:

• The transaction will appear under Info & Transactions

3. Offline Payment: Used to manually record payments made outside the system (e.g. cheque or cash).

You will need to enter:

• Amount
• Transaction type
• Date
• Description

If an overpayment is entered (for example, the customer sends a $3,000 cheque and the outstanding balance on the grouped invoice is $2,500):

• An option will appear to refund the excess to credit memo. Ensure this box is ticked. This will confirm the amount to be refunded to a credit memo.

• This credit can be used later to pay future invoices (see the Credit Memo Payment section above).

Click Pay Now to confirm payment.

Grouped Invoices Tab

To access your grouped invoices, go to the Finance Page and the Grouped Invoice tab. The Grouped Invoices tab gives you an overview of all grouped invoices and their current status.

Invoice Statuses

Each grouped invoice will fall into one of the following statuses:

• Draft – The invoice has been created but not yet sent or queued. It can still be edited.
• Queued – The invoice is ready to be sent but has been scheduled for later.
• Sent – The invoice has been sent to the customer and is awaiting payment or is partially/fully paid.
• Partially Paid – A payment has been made, but a balance still remains.
• Paid – The invoice has been fully paid.
• Voided – The invoice has been cancelled and no longer requires payment.

Bulk Actions

You can perform bulk actions by selecting one or more grouped invoices using the checkbox on the left-hand side. Once selected, the available actions will appear in the top right corner.

Move to Queue

• Select one or more Draft invoices
• Click Move to Queue
• Confirm the action in the modal
• Invoices will be moved to Queued status and held for later sending

Send Invoices

• Select one or more Queued invoices
• Click the Send Invoice (mail icon)
• Confirm and click Send Invoices
• Selected invoices will be sent and updated to Sent status

Download Invoices

• Select one or more invoices
• Click Download Invoices
• A copy of each invoice will be downloaded to your device

Print Invoices

• Select one or more invoices
• Click Print Invoices
• Selected invoices will open in print view for printing