Bulk Processing

Bulk processing lets you create invoices, charge payments, and send notifications for multiple jobs at once. Instead of handling each job one at a time, you build an action queue — selecting what to do for each job — and then process everything in a single batch. This is the fastest way to handle a full day's invoicing.

Who Can Access This

Role	Access Level
Administrator	Full access — all bulk operations
Office, Sales, HR Admin, Payroll Admin	No access

Invoicing, including bulk invoicing, charging, and sending, is limited to Administrators.

note

This feature may need to be enabled for your company. If you don't see bulk action buttons, contact your administrator to check your feature settings.

tip

For daily invoicing workflow, see Creating Invoices. This article covers the action queue and bulk processing in detail.

How the Action Queue Works

The invoicing page uses an action queue to track what you want to do for each job. Each job can have one or more actions selected:

Action	What It Does
Invoice	Create an invoice for the job
Batch Invoice	Group the job with other jobs for the same customer into a single batch invoice
Charge	Charge the customer's payment method
Send	Email the invoice to the customer

You can mix and match actions per job. For example, one job might only need "Send" (already invoiced and charged), while another needs all three. Batch-billing customers automatically use Batch Invoice instead of Invoice when batch billing is enabled.

Automatic Queue Defaults

When you load the invoicing page, the system automatically suggests actions based on each job's current state:

• Jobs with no invoice default to Invoice
• Jobs that are invoiced but not charged default to Charge (if a payment method is on file)
• Send is ticked when the customer has a contact set to receive Invoice notifications (by email or text) and an email address on file, whatever their billing terms. Invoices are sent by email, so a customer with no email address doesn't get Send ticked. This applies both to jobs being invoiced now and to invoiced jobs not yet sent. It isn't ticked for $0 jobs, or for Batch Invoice jobs that haven't been invoiced yet.

If your company has auto-charge enabled, jobs with credit card billing terms automatically get the Charge action selected when they also meet these conditions:

• A payment method (card) is on file
• The job has a remaining balance greater than zero

You can change any of these defaults before processing.

Why isn't Send ticked for a customer who gets invoice texts?

Send on Daily Invoicing emails the invoice; it doesn't text it. So Send is ticked only when the customer has an email address on file, and the invoice goes to that address even if their Invoice notification is set to text. To text a customer the invoice, open the invoice and use Text Invoice. MaidCentral V2 ticks Send for these customers and texts the invoice. (Pulse reference D-31)

Selecting Actions

Per-Job Selection

On each job card (Card view) or table row (Table view), toggle the action checkboxes individually:

• Check Invoice to include the job in invoice creation
• Check Charge to include it in payment processing
• Check Post Payment to queue a cash, check, ACH or other payment instead of charging a card. The Queue Payment drawer opens so you can enter the payment details. This option may need to be turned on for your company.
• Check Send to include it in email delivery

Unchecking Invoice on a job that doesn't already have one also unchecks Charge, Post Payment and Send for that job — there's no invoice for this batch to charge or send yet.

A job can have Charge or Post Payment, not both. Checking Post Payment unchecks Charge, and checking Charge unchecks Post Payment. Choosing Batch Invoice also removes a queued Post Payment, because no invoice is created in this run. Select All has no Post Payment option; queue each payment on its own job.

Select All Buttons

Use the Select All dropdown in the toolbar for bulk selection:

Button	What It Selects	Eligibility
Invoice All (N)	All jobs without an invoice	Job must not already be invoiced
Charge All (N)	All jobs eligible for charging	Must have an invoice, a payment method, and a balance > $0
Send All (N)	All jobs eligible for email	Must have an invoice and the customer must have an email on file
Clear All	Removes all selections	Always available

The number in parentheses shows how many jobs are eligible for that action. If the count is 0, the button is disabled.

Don't Invoice

If a job should be skipped entirely, click Don't Invoice on that job's card. This marks it to be excluded from the current batch run.

Processing the Queue

Step 1: Review Your Selections

The Process button at the bottom of the page shows the total number of jobs that will be processed. Review the count to make sure it matches your expectations.

Step 2: Confirm

Click Process N Jobs to open the confirmation dialog. The dialog shows:

• Invoice: N — Number of invoices to create
• Batch Invoice: N — Number of batch invoices to create (if applicable)
• Charge: N — Number of payments to charge
• Send: N — Number of notifications to send
• Batch billing summary — If any batch invoices are included, shows the number of jobs being grouped and the total batch amount

The dialog also warns you about two situations worth reviewing:

• Batch billing groupings — Jobs being grouped into batch invoices for the same customer. Confirm the groupings are correct before proceeding.
• Incomplete timesheet and tip combos — Jobs where a tip is queued but technician timesheet hours are not fully entered. This can result in incorrect tip proration.

Review the counts carefully. Click Confirm to start processing, or Cancel to go back and adjust.

Step 3: Watch Progress

A progress dialog appears with real-time updates as each job is processed:

• Progress bar — Shows percentage complete (0% to 100%)
• Counter — "Processing X of Y" updates as each job finishes
• Processing phase — Shows the current step (gathering data, creating invoices, charging cards, cleaning up)

Each job updates on the page as it completes — you can see status badges change in real time without waiting for the entire batch to finish.

Step 4: Review Results

When processing completes, the dialog shows a results summary:

Indicator	Meaning
N Succeeded (green)	Jobs where all actions completed successfully
N Failed (red)	Jobs where one or more actions failed

Below the summary, a results table lists each job with:

• Job name — Customer and job identifier
• Status — Success or failure
• Error message — For failed jobs, the specific reason (for example, "Card declined" or "Customer not linked to QuickBooks")

Handling Failures

Processing does not stop when a job fails. The system continues processing all remaining jobs and reports failures at the end. This means a single declined card won't block your entire batch.

How to Retry Failed Jobs

After processing completes, failed jobs remain in a "failed" state on the page. Their job cards show a red indicator so you can identify them at a glance.

Check card-hold failures before you reprocess

A job whose card hold could not be captured is never charged a second, full amount automatically. Before you reprocess failed jobs, read each message:

• "We could not confirm whether the card hold … was captured": the outcome is unknown. Check the processor's portal first; reprocessing the job may capture the same hold. Don't reprocess it until you know.
• "Collected $X of $Y; the rest was not charged": part of the invoice was paid. Review the job's payments and charge only the remaining balance from its job card.

To retry:

1. Review the error messages in the results table.
2. Fix the underlying issues (update payment method, link QuickBooks customer, etc.).
3. Close the progress dialog and process the failed jobs again from the invoicing workspace.

If a job repeatedly fails after retrying, process it individually using the action buttons on its job card. This gives you more control over each step.

Common Failure Reasons

Error	Cause	Fix
Card declined	Payment method was rejected by the processor	Ask customer for updated card, or select a different method
Insufficient funds	Not enough balance on the payment method	Try a different card or wait and retry
Customer not linked to QuickBooks	QBO customer record is missing	Link the customer from their billing profile
No payment method on file	Customer has no saved card or bank account	Add a payment method before retrying
Invoice already exists	Job was already invoiced (possibly by another user)	Skip this job — it's already handled
QBO item error	Pulse could not find or create the scope's QuickBooks item (for example, the scope has no group name, or no active income account is set)	Find the message in QuickBooks troubleshooting, fix the cause, then retry

Charge All in Detail

Charge All is the most common bulk action. Here's exactly what happens:

1. You click Select All > Charge All (N)
2. The system selects the "Charge" action for every eligible job
3. A job is eligible for charging when:
   • It has an existing invoice
   • The customer has an active payment method
   • The invoice has a remaining balance greater than $0
   • The customer is linked to QuickBooks (if QBO is enabled)
4. You click Process N Jobs and confirm
5. For each job, the system charges the customer's default payment method
6. If surcharges apply (CardConnect), the surcharge is calculated and included automatically
7. Results show which charges succeeded and which failed

Processing Phases

During bulk processing, the system works through these phases in order:

Phase	What Happens
Gathering Data	Loads job details, payment methods, and billing configuration
Creating Invoices	Creates invoices for jobs with the "Invoice" action selected
Charging Cards	Processes payments for jobs with the "Charge" action selected
Sending Notifications	Emails invoices for jobs with the "Send" action selected
Cleaning Up	Finalizes results and refreshes the page data

The progress bar and phase indicator update throughout, so you always know what stage the system is working on.

Tips and Best Practices

• Process at end of day to handle all completed jobs at once. This is faster than processing individually throughout the day.
• Review the confirmation dialog before clicking Confirm. A quick count check prevents processing jobs you didn't intend to include.
• Fix QuickBooks links before processing — resolve the yellow validation banner first to avoid bulk QBO sync failures.
• Use Charge All + Send All together for the most efficient workflow. Most days, you want to invoice, charge, and send everything at once.
• Check failed jobs immediately — especially declined payments. The sooner you follow up, the more likely you are to collect.
• Don't worry about partial failures — the system processes everything it can and clearly reports what failed so you can address it.
• Use Table view for bulk processing — it shows many jobs in one grid, which makes it faster to scan and select actions across the day.

Troubleshooting

Issue	Solution
Process button shows 0 jobs	No actions are selected. Use the Select All dropdown or manually check actions on individual jobs.
Charge All count is lower than expected	Only jobs with invoices, payment methods, and balances > $0 are eligible. Create invoices first, then charge.
Processing seems stuck	The progress bar updates per job. Large batches take time — each charge requires communication with the payment processor.
Another user started processing	The system prevents duplicate processing for 20 minutes. Wait for the other process to finish or try again later.
Most charges failed	Check if a common issue affects many customers (expired cards, QBO connection down). Fix the root cause before retrying.
Results show success but page doesn't update	Click Refresh in the toolbar. The page should update automatically, but a manual refresh can help.

Related Articles

• Creating Invoices — Daily invoicing workflow including one-job processing
• Invoicing Overview — Overview of the invoicing module and all views
• Payments and Credits — Record manual payments, apply credits, and void invoices
• Batch Invoicing — Group jobs by customer into batch invoices across a date range
• Invoicing Card View — Review details before processing with checkbox mode