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Douglas2468
May 3, 2024
Question

Batch Invoices

  • May 3, 2024
  • 1 reply
  • 0 views

Hi,

I have been trying to streamline the batch invoicing task and my question is regarding a few of the fields that are not part of the template for the "Spreadsheet Sync" function.

 

1) Is there a way to activate the online payment functions in batch invoicing? I would like the default to always be on for accepting card and bank transfer payments.

 

2) Is there a way to add a field to the template to allow for the customer's email to be added to the invoice and to be able to schedule the invoice to be sent?

 

3) Is there a way to add a field to the template to include the message on the invoice? (So I can include May service)

 

Thanks!

1 reply

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Carneil_C
May 4, 2024

Thanks for laying out the details of your concern, @Douglas2468.

 

Let me address your queries about batch invoices one at a time.

 

First, you can utilize the online payment options for invoices once you've signed up for QuickBooks Payments. When creating a new invoice, go to the Online Payments section and choose the payment options you want to offer customers.

 

Second, we can directly add the customer's email from the columns in the batch on the batch invoicing page. However, we only have the Send Later option to send the invoice. Here's how:

 

  1. Go to the +New, then select Batch transactions.
  2. From there, click the Customize columns.
  3. Tick the box for Email and Send later.
  4. Click Apply to save the changes.

 

Lastly, an option to add a field to the template on the batch invoice is unavailable. Thus, we can only add a message to the Invoice page. You can refer to this screenshot below for your visual reference:

 

However, if you mean to add those fields from the Spreadsheet Sync, it isn't possible. It only lets you send data back and forth between QuickBooks Online (QBO) Advanced and your Microsoft Office Excel spreadsheet for up-to-date data and custom insights. For more details, check out this article: Get Started with Spreadsheet Sync for QuickBooks Online Advanced.

 

Moreover, this guide can help you record payments from your customers in the future: Record invoice payments in QuickBooks Online.

 

Drop by this thread again if you have future concerns about invoices in QBO. I'm more than willing to offer help. Good day ahead.

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Douglas2468Author
May 4, 2024

Thanks Carneil for responding to my questions!

 

Maybe I'm missing something here so for the sake of clarification, and a better understanding let me try again.

 

1) I was already signed up for the online payments piece, and perhaps in my description I left something out. My first attempt at batch invoicing was pretty close to how you described, but I ran into a problem when I wanted to assign the amount. It was greyed out, so I instead went to the spreadsheet sync (which is great, because I have invoice numbers that I concatenate in the spreadsheet to copy and paste). However, in the spreadsheet sync, there are no fields for the customers email or message on invoice, and I could not figure out how to paste a "check mark:" for the send later field. (hopfully that makes sense)

 

So that's where I'm stuck  - I can add the email address in the batch, but not in spreadsheet sync. I can add the price in spreadsheet sync but not in the batch form..

 

 

    I
    Ivan_G
    May 4, 2024

    Thanks for clearing this out for us, Douglas. I'm glad to share additional information about the Batch transactions and Spreadsheet sync feature in QuickBooks Online (QBO).

     

    When entering data in the Batch transactions page, the default amount of the selected Product/Service item populates on the Amount field. Although entering or modifying the actual amount is not an option, we can enter the item's cost as an alternative in the Rate column.

     

    The entered rate will reflect and affect the transaction's Amount field depending on the Quantity you enter. To proceed, let's customize your Batch transactions page first. This way, the Rate column will appear and be enabled. Here's how:

     

    1. Log in to your QBO account.
    2. Go to the + New menu and select Batch transactions.
    3. Click the Customize columns option.
    4. Look for and put a checkmark on Rate.
    5. Once done, click Apply.
    6. After this, you can freely enter the item's price in the Rate column.

     

    Furthermore, it's essential to use the Batch transactions feature as it fits the needed details of your transaction. You can also consider entering your invoices manually and using your preferred template.

     

    Meanwhile, Spreadsheet Sync transports data from Excel to QBO and vice versa for up-to-date input and custom insights. This feature lets you edit, manage, and run company consolidated reports.

     

    Finally, you can also personalize the layout of your sales forms. Doing so could let you add specific details needed in your sales transactions. To learn more about this feature, please review this article: Customize sales forms in QuickBooks Online.

     

    Keep us posted by leaving a comment below if you have more questions regarding Batch transactions and Spreadsheet Sync in QBO. We'll be around to assist you.

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