Batch Invoicing

Batch Invoicing lets you create a single grouped invoice per customer for multiple jobs over a date range. Instead of one invoice per job, all jobs for the same customer are combined into one QuickBooks invoice. This is ideal for customers billed on a weekly, biweekly, or monthly cycle.

Who Can Access This

Role	Access Level
Administrator	Full access (admin)
Office, Sales, HR Admin, Payroll Admin	No access

Invoicing, including Batch Invoicing, is limited to Administrators.

note

This feature may need to be enabled for your company. If you don't see the Batch Invoicing tab, contact your administrator to check your feature settings.

Getting to Batch Invoicing

1. Go to Office > Invoicing in the left navigation.
2. Click the Batch Invoicing tab at the top of the page.

The tab shows a badge with the number of batch-billing jobs available in your selected date range.

How Batch Invoicing Differs from Daily Invoicing

Feature	Daily Invoicing	Batch Invoicing
Invoice grouping	One invoice per job	One invoice per customer (multiple jobs)
Date selection	Single day	Date range (default: last 30 days)
Best for	Daily billing customers	Weekly, biweekly, or monthly billing customers
QuickBooks sync	Individual invoices	Grouped invoices with shared key

Setting the Date Range

Use the date range picker in the toolbar to choose which jobs to include. The default range is the last 30 days. Pulse loads the batch jobs in that window and groups them by customer.

Changing the date range refreshes the customer list and clears any selections you made.

Which jobs and customers show up

A job appears in Batch Invoicing only when all of these are true:

• The customer's billing term is Batch Invoice. Customers on any other term show up in daily invoicing instead. See Billing Terms.
• The job date is inside your date range.
• The job has not been invoiced yet. A deleted invoice puts its jobs back on the list.
• The job is Pending, Closed, Locked Out, or Skipped. Cancelled jobs do not appear.

To add a customer to batch invoicing, open the customer, click Edit Customer, and change Billing Terms to Batch Invoice. Change it back to move them to daily invoicing.

If a customer is missing, check their billing term first, then the date range, then whether their jobs were already invoiced. If a customer you did not expect is listed, their billing term is set to Batch Invoice.

Choosing a View

You can switch between two layouts using the toggle in the toolbar.

Cards View

The cards view shows a master-detail layout:

• Left panel — A searchable list of customers with job counts, total amounts, and status indicators. Type in the search box to filter by customer name.
• Right panel — When you click a customer, the right panel shows their jobs in a table with columns for Job ID, Job Date, Home Name, Address, Service, Team, Status, Hours, Bill Rate, and Tip.

Use the checkboxes to select which jobs to include in the grouped invoice. The customer header shows their contact info, VIP status, frequency, and QuickBooks link status.

Table View

The table view uses a grouped grid where jobs are organized by customer. Each customer group row shows a summary with total revenue, hours, and job count. You can expand or collapse groups and select jobs using checkboxes.

Group rows also show batch action buttons for sending and deleting invoices that have already been created.

Each group row also shows the status of the grouped invoice: Grouped invoice created, pending, voided, or not created. Once the invoice exists, an Invoice # button with the invoice number appears on the row. Click it to open the invoice details. You only see this button if you have access to accounting. If it is missing and you need it, ask an administrator.

Missed a customer? Invoice and charge them as usual

If a customer was left out of a batch run, nothing special is needed. Their jobs stay on the Batch Invoicing tab until they are invoiced. Create and send their invoice here, then charge it the standard way. See Payments and Credits.

Bill several jobs on one invoice

To send a customer one invoice and one email for several jobs, use Batch Invoicing. Check the jobs, click Create Invoice, then Send. The customer gets a single invoice that lists all the jobs you selected.

Creating a Batch Invoice

1. Select a customer in the cards view or expand a customer group in the table view.
2. Check the boxes next to the jobs you want to include. You can also click Select All to include every eligible job for that customer.
3. Click Create Invoice in the customer header (cards view) or use the group action buttons (table view).
4. The Create Invoice dialog opens. Review the following fields:

Field	Description
Customer name	Displayed at the top — read-only. Confirms which customer this invoice is for.
Selected jobs summary	Lists the job IDs, service names, amounts, and a combined total for all selected jobs.
Invoice Date	Defaults to today. Adjust this to match your billing cycle if needed.
Prorate tips	When checked, Pulse splits the tip amount across technicians based on hours worked on the job.
Exclude trainees from tip split	When checked, trainee hours are not counted when calculating each technician's share of the tip.
Auto-charge	When checked, Pulse charges the customer's default payment method automatically after creating the invoice.

5. Click Create Invoice to process.

Pulse creates a single grouped QuickBooks invoice for all selected jobs. A shared invoice key links them together.

Tip Proration

When Prorate tips is enabled, Pulse splits the tip amount proportionally based on hours each technician worked. For example, a $60 tip on a job where Tech A worked 4 hours and Tech B worked 2 hours gives Tech A $40 and Tech B $20. For full details on how tips are distributed, see Tips and Tip Management.

The tips shown here are the tips already saved on each job. A tip added to a job whose payroll was already closed follows the closed-payroll rules in Tips and Tip Management, which need Tips After Invoiced to be on.

Sending a Batch Invoice

After an invoice is created, the customer group shows a Send button (or Resend if already sent).

1. Click Send on the customer group row or in the customer header.
2. Pulse delivers the invoice notification using your company's email and SMS templates.

The status badge updates to show "Sent" when delivery succeeds.

Deleting a Batch Invoice

If you need to remove a batch invoice before it is paid:

1. Click Delete on the customer group row or header.
2. A confirmation dialog appears. If QuickBooks is connected, you can check Also void QuickBooks invoice to remove it from QuickBooks at the same time.
3. Confirm the deletion.

The jobs return to uninvoiced status and can be re-invoiced.

Processing Multiple Customers at Once

You can select jobs across multiple customers and process them all in one batch:

1. Select jobs for each customer you want to invoice.
2. The Process N Jobs button appears at the bottom of the page showing a count of selected jobs.
3. Hover over the button to see a breakdown of actions (invoices to create, charges to process, notifications to send).
4. Click Process N Jobs to start.
5. A confirmation dialog shows the action summary. Click to confirm.

Pulse processes each customer's jobs and shows a progress indicator. When complete, you see a summary of successes and any failures.

Clearing Selections

Click the X button next to the Process button to clear all selections and start over.

Lock Status

When a batch is processing, Pulse locks the affected job dates to prevent duplicate runs. A banner appears at the top of the page showing who started processing and a timeout time when the lock will automatically expire.

If another user is already running a batch:

• The Process button is disabled and shows a lock icon.
• A banner shows who holds the lock and the expiry time.

Other users cannot queue or run actions until the lock is released. The lock releases automatically when processing completes or when the timeout expires. Refresh the page to check whether the lock is still active before retrying.

QuickBooks Validation

Before creating batch invoices, Pulse checks your QuickBooks connection:

• Red banner — QuickBooks is not connected or the connection is blocked. Go to Settings > Integrations to reconnect before invoicing.
• Yellow banner — Some service scopes, rate modifications, or customers have QuickBooks links that are invalid or inactive. Click Fix Links to resolve.
• Link to QuickBooks button — Appears in the customer header when a customer is not yet linked to a QuickBooks customer record. Click it to connect them.

Tips and Best Practices

• Use batch invoicing for customers on the Batch Invoice billing term (weekly or monthly cycles).
• Set your date range to match the billing cycle. For weekly billing, pick the last 7 days. For monthly, pick the full month.
• Review job details in the right panel before creating an invoice. Check hours, bill rates, and tips for accuracy.
• Use the search box in the cards view to quickly find specific customers.
• If a batch fails partway through, check the results summary. Fix any data issues (missing payment methods, QuickBooks links) and re-run only the affected customers.

Troubleshooting

What You See	Solution
No Batch-Billing Jobs Found	Check that your date range includes completed jobs. Verify the customer's billing term is Batch Invoice, and check that their jobs are not already invoiced.
Create Invoice button is disabled	Make sure you have selected at least one job for the customer.
"QuickBooks Connection Required" alert	The customer is not linked to QuickBooks. Click Link to QuickBooks in the customer header.
Process button shows a lock icon	Another user is running a batch. Wait for the lock to release and refresh the page.
Batch partially failed	Open the results summary, review error messages for each failure, fix the underlying issues, and retry. Don't re-run a customer whose message says "We could not confirm whether the card hold … was captured" or "Collected $X of $Y" until you've checked their payments; see Payments and Credits.
Batch Invoicing tab is missing	The batch invoicing feature may not be turned on. An Administrator or Group Administrator in your office can check.

Related Articles

• Creating Invoices — Daily invoicing workspace for one-job-at-a-time processing
• Invoice Detail and Management — View and manage individual invoices
• Open Invoices Report — Track outstanding and overdue invoices
• QuickBooks Integration — Setup and sync configuration
• Invoicing and Payments Workflow — End-to-end billing playbook