Edition: Enterprise
User-level: Assistant Project Manager and higher
Bulk create draft invoices allows you to select multiple projects and then create draft invoices for those projects.
The draft invoices are then ready for editing before being finalised and sent.
How to bulk create draft invoices:
Create draft invoices in bulk from the Projects list using the following steps:
Filter the projects list by selecting your preferred filters, or load a previously saved filter. You can also sort on column headings to refine the list further.
Tick the checkboxes to the left of each of the projects you want to create the bulk invoices for, then click the white ellipsis button at the top left of the screen.
To select all projects, tick the checkbox to the left of the Number heading.
Select Bulk create draft from the drop-down menu.
The Bulk Create Invoices window is displayed so you can configure your preferred settings for this bulk creation.
The invoice date defaults to the current date.
Use the date selector to select your preferred invoice date
Select the Transactions Start Date and Transactions End Date.
These set the "From" and "To" dates on your invoice.
Customise the status of the draft invoice. By default, this will be set to Created.
You can specify if any Approvals will be assigned to the Invoice.
Once the draft invoice is created, these staff members will receive an in-app notification.
You can choose to not include Approvals, you can reuse the approvals from that project's previous invoice, or select to use the Project Managers as the approvers.
A confirmation message is displayed. Click the Create Invoices button to continue.
A progress message is displayed so you can monitor progress.
Once the process has been completed, you'll see a notification (like the one below), as well as receiving a notification in the notifications center.
You can click the notification in the notifications centre to download a report on the success of the create draft process.
If a Draft invoice could not be created, the reason will be listed in the Error details column of the report.
The draft invoices are now ready for further editing.
Tips and Notes!
Only projects that meet all the required criteria for invoicing will have drafts created. The Bulk Create Draft Results report displays details for all projects that were selected.
Draft invoices still need to be edited after being created. This is so that you can select the stages to be included, enter the correct invoice values for those stages, and add your invoice summary.