Batch Invoicing

Create multiple invoices at once - perfect for membership dues, HOA fees, and recurring group billing.

Overview

Batch Invoicing lets you create invoices for multiple customers in a single operation. Instead of creating invoices one at a time, you can:

Select multiple customers at once
Apply the same line items to all invoices
Create all invoices with one click

This feature is especially useful for organizations that bill groups of people the same amount regularly.

When to Use Batch Invoicing

Batch invoicing is ideal for:

Use Case	Example
HOA / Condo Dues	Monthly or quarterly dues for all homeowners
Membership Fees	Annual dues for club or organization members
Scout Pack Dues	Annual registration fees for all families
Tuition / Activity Fees	School fees for all enrolled students
Gym Memberships	Monthly membership fees for all members
Recurring Services	Same maintenance charge for multiple clients

Step-by-Step Guide

Navigate to Invoice Center in the sidebar
Click the Batch Invoice button
Select the customers you want to bill
Add line items (products/services)
Set invoice date and payment terms
Review the batch summary
Click Create Invoices

Selecting Customers

The customer selection area shows all your customers with checkboxes:

Search: Type in the search box to filter customers by name
Select All: Click to select all visible customers
Deselect All: Click to clear all selections
Individual Selection: Click checkboxes to select specific customers

The counter below the list shows how many customers are selected.

Tip: Use the search filter before clicking "Select All" to quickly select a subset of customers (e.g., search for "Smith" then Select All to select all customers named Smith).

Adding Line Items

Line items are the products or services you're billing for. Every customer in the batch will receive the same line items.

Adding a Line Item

Click + Add Line to add a new row
Select a Product from the dropdown (or leave as "Custom Item")
Enter or edit the Description
Select the Income Account
Enter Quantity and Unit Price

Using Products

If you select a product from the dropdown:

Description auto-fills from the product
Unit price auto-fills from the product
Income account auto-fills from the product

You can still edit any of these values for this batch.

Custom Items

Select "-- Custom Item --" to enter your own description, price, and account.

Important: Make sure to set an Income Account for custom items if the status is set to "Active". The income account tells Kantivo where to record the revenue.

Review & Create

Before creating, review the batch summary at the bottom of the form:

Subtotal: Sum of all line items (before tax)
Tax: Calculated based on tax rate
Total per Invoice: What each customer will owe
Batch Summary: Total number of invoices and combined amount

Invoice Status Options

Status	Effect
Active (Post to AR)	Creates invoices and posts accounting entries. Customers owe money immediately.
Draft (Do not post)	Creates invoices but doesn't affect accounting. Use this to review before finalizing.

After Creation

When batch creation completes, you'll see a success message showing:

Number of invoices created
Total amount billed
List of all invoices with customer names

What's Next?

Email Invoices: Open individual invoices and send them via email
Print Invoices: Download PDFs for mailing
Track Payments: Use the Invoice Center to see who has paid

Tip: All batch invoices get sequential invoice numbers automatically (e.g., INV-0042, INV-0043, INV-0044...).

Tips & Best Practices

Before Creating a Batch

Set up your products: Create frequently-used items in Products & Services first
Verify customer list: Make sure all customers are in the system before starting
Check email addresses: Ensure customers have valid email addresses if you plan to email invoices

Handling Mistakes

If you need to void a batch, each invoice must be voided individually
Consider using "Draft" status first if you want to review before finalizing
You can edit individual invoices after creation if needed

Large Batches

Kantivo can handle batches of 100+ invoices
Large batches may take a few seconds to create
All invoices are created atomically - if any fails, none are created