QuickBooks 2011: The Missing Manual

Creating Batch Invoices

If you send invoices with the same items and the same quantities to many of your customers, you’ll be happy to learn that QuickBooks 2011 offers a great new invoicing timesaver. Instead of creating individual invoices for each customer, you can set up a single batch invoice and send it to as many customers as you want. And you can speed things up even more by creating a billing group that includes all the customers that receive the invoice, so you don’t have to re-select them the next time you send a batch invoice.

Batch invoices use the payment terms, sales tax rates, and send methods you specify for each customer, so be sure to fill in these fields in your customers’ records before you create your first batch invoice. These fields are all on the Additional Info tab (Specifying additional customer information) of the Create Customer and Edit Customer windows. You can also use the Add/Edit Multiple List Entries window (Adding and Editing Multiple Customer Records) to find and fill in any missing values.

Note

If you have multiple currencies (Multiple Currencies) turned on, you can’t use the Create Batch Invoices command. When that preference is turned on, the command doesn’t appear on the Customers menu.

Here’s how to create a batch invoice for several customers:

1. Choose Customers→Create Batch Invoices.

   The Batch Invoice window opens.

2. Either select individual customers in the Search Results list and then click Add to add them to the “Customers in This ...