Question

How do I consolidate multiple invoices into one invoice to send to a customer?

Forum|Forum|7 years ago
December 11, 2018
9 replies
0 views

Original commenter did not share additional details

QuickBooks Desktop

S

SkinnyRaven

Each invoice is a seperate transaction. What exactly are you trying to do?

A

Andrew7Author

I bill for equipment rental per week. It has taken six weeks for this customer to issue a PO to me, I have six invoices that would be nice to consolidate into one attachment via one email, and then continue billing weekly as normal.

S

SkinnyRaven

Even if you save as a pdf you'll have 6 attachments. Will a statement not work?

Edit: I take that back, set all the nvoices to be printed. Then use file>print forms>invoices, select the 6 invoices in question, use the pdf option from the print window, select your save location. All invoices will save as one pdf file.

A

Andrew7Author

That will work! Thanks. I don't want to overwhelm them with 6 files. I was either hoping for a master invoice of sorts or something like this. The statement doesn't work because there are other transactions.

qbteachmt

Statements are meant for this.

To eliminate other activities, you can select Only Open Transactions. Also, you should be able to select Show Invoice Details.

Statements make a nice cover sheet when there are mutliple invoices. I don't like the option of Only Open Transactions. I show them everything recent and it ends with the Total Balance Due Now. Makes it easier for them to see the total and harder for them to deny the total.

Y

ymco

Can a customer pay for a complete statement with a credit card online?

K

KhimG

Good day, @ymco.

Thanks for dropping by. I’m here to provide some information about customers paying a complete statement in QuickBooks Desktop (QBDT).

At this time, customers can only pay directly through clicking the payment link on an invoice sent to them. This is available for clients who are receiving credit card payments online.

When viewing the emailed invoice, they can click the Pay Now button and will be routed to sign in or create a login. Doing so will allow your customer to enter their account information to pay the transaction.

Once done, the payment is downloaded and the invoice is automatically marked as paid. For more information, check out this article: Create invoices with a payment link.

Since paying an outstanding balance through a statement using a credit card is currently not available, I’d recommend sending feedback. I’ll do the same on my end as well.

Here’s how to send product request for Merchant Services:
1. Log in to your Merchant Services account.
2. On the upper right-hand corner of the screen, click Feedback.
3. Fill out the form and hit Send Feedback.

That should get you pointed in the right direction. Please let me know if you need anything else or if you have questions. I’m always here to help. Take care and have a great day!

A

Ashley65

I would like some help on this, but instead on the receiving end. One of our vendors will separate one PO into multiple item receipts. They then later send out one combined invoice. I have all these item receipts with different dates and different item receipt numbers, and I need to combine the receipts into one invoice.

I have tried deleting all but one item receipt and then adding those items into that one, but then the PO remains open and items are flagged as not received. It would be incorrect and a waste of time separating the invoice to create matching invoices for all of these receipts, because there is just one invoice number to reference.

IamjuViel

Hello there, @Ashley65.

I'd be delighted to help ensure you're able to send a statement to your customer.

You can use a statement if you need to track how much your customers owe to you (or accounts receivable, also called A/R), or if you receive payments in advance. Statement charges one by one, as you perform the services for the customer. In your case, you can use it to send multiple invoices and print a billing statement to shows the previous balance, details of all new charges, payments received, and the new balance.

Here's how:

Go to the Customer menu.
Choose Create Statements.
In the Create Statement window, fill in the information that will be displayed on the statement.
Click Preview to review.
Hit Print, then Close.

That's it! This should get you going in creating and sending consolidated statement of multiple invoices. Have a great day ahead!

A

Ashley65

I made no reference to needing a statement to pass on to the customer. Thanks anyway!

R

RachelHC

So, I think the best ways to do this are as follows:

1. Go to the first Invoice then put a check mark on the "Print Later" box at the upper middle portion of the screen of your invoice then click Save.

2. Proceed to the the second invoice, put a check mark also on the "Print Later" box then Save.

3. Same steps follow on all the invoices needed to be merged.

4. After choosing and marking all the invoices, go to File, select Print Forms, click Invoices. A box will prompt up showing all the invoices that you selected to combine and print. This process will let you print and save these invoices into a single PDF file. Hope this helps. Your welcome :) - Rachel H.

C

Caseworx-01

The process you listed is correct. But I'm running into an issue with all our invoices showing up in the selection box. Is there a way to sort them by customer? Clicking on the CUSTOMER column doesn't work for sorting.

Thanks!

R

ReymondO

Good day, @Caseworx-01.

Can you please tell me which steps are you trying to follow in this thread? It would also be great if you could share with us a screenshot of the window where you want to sort your customer list. This way, we can provide you with the appropriate troubleshooting steps to address your concerns in QuickBooks.

Any additional info would be much appreciated. Please add your details to this thread and I'll be more than happy to help. Have a good one.

A

AaronZeff

So I still need to merge 3 invoices into one. I gave 3 estimates that were turned into invoices but they all need to be on one invoice for me to get paid. I also need to add a PO to it.

BettyJaneB

Welcome to the Community family, @AaronZeff.

QuickBooks Desktop 2020 now offers the ability to combine multiple emails for invoices. It means that users can improve their customer service by combining all their invoices meant for a single customer into a single email without having to manually combine them outside of QuickBooks.

Here's how you can do this in QuickBooks:

Click on File at the top menu bar.
Choose Send Forms.
Select the invoices that needs to be sent.
Tick the Combine forms to a recipient in one email.
Hit on Send.

Know that this feature does not work if using QuickBooks Payment links on the invoice. If you're utilizing the older version of QBDT, paying the invoices through the payment link, the invoices need to be sent and paid individually.

On the other hand, when it come to sending PO's this needs to be processed separately.

Moreover, our developers are always finding and considering new features to be added to the system. This way, we'll be able to cope with the functions that work best for your business.

I encourage to visit our Firm of the Future site regularly, to be updated with our product enhancements and road-maps.

I got your back should you need anything else. Feel free to notify me by leaving a reply below. Have a good one!

G

GPCC1964

The QB POS salesman told us that all invoices charged to an account could be combined into one single invoice at the end of the month. We are now discovering that each day a member has a charge throughout the month generates a separate invoice, so we could possibly end up with 30 invoices for a single member each month. I know that doesn't seem like a big deal because all are combined on the statement but members can't pay online from QB statements, they will have to go in and pay each individual invoice which is unacceptable. This POS system was supposed to simplify our billing not create more work for our company and our members. Any help would be appreciated

LieraMarie_A

Thanks for sharing your ideas with us, @GPCC1964.

Customers being able to pay through statements would be helpful. It helps you save more time as you won't have to send individual invoices. Rest assured that I'll relay this message to our team in concern here on my end and add your vote for this one.

You can also share your thoughts and ideas through your account. Our product development team reviews all the feedback we receive to ensure we’re meeting the needs of our customers.

Here's how:

Go to the Help menu and click Send Feedback.
Choose a category and enter your comments or suggestions.
Click Send Feedback when you're done.

You can also visit our QuickBooks Blog to know the recent updates that our product engineers are working on.

If you want to learn more about QuickBooks Point of Sale, check out this guide: User Guide.

If you have any other concerns, feedback, or questions, don't hesitate and come back to the Community. I'm always here to help you. Have a great day.

O

otaccounting

QuickBooks needs to offer the ability for QuickBooks users to send and customers to receive a SINGLE email with all outstanding invoices and the ability to pay some or all of them without having to open a separate email and click on a payment link for each invoice. It makes no sense that if a customer has multiple new or overdue invoices outstanding, they need to be sent an individual invoice or invoice reminder email for each one. It also doesn't make sense for QuickBooks users to always have a single invoice with multiple line items as the only alternative. At bare minimum, QuickBooks users should have the ability to choose to send one email to each customer that contains a universal payment link to all outstanding invoices with the ability for recipients/customers to select which ones to pay. An even simpler and helpful solution in the interim would be the ability to send one email with unique payment links aggregated for all outstanding invoices to a customer that is automatically generated. Your product team needs to get on it and do some work on this issue...

O

office288

Could someone please help!

I need to merge multiple invoices into one. As our client requires it all to be in one invoice.

the invoice is currently already over due.

thanks

A

alcohol123

I use ARCollect it's an App that you can find for QB online. It's slow but it has been working great helping me with collections.

It merges all open invoices for a customer into one email with the ability to pay them all at once.

It also includes the PDFs.

QB should really offer this, but for now ARCollect has been a blessing for this.

A

alcohol123

Get the ARCollect plugin, that's what I use, if you can spend $40/mo or so it works well for consolidating invoices.

Q

QueenC

Thank you for taking the time to respond and provide additional details about your situation, @Caseworx-01. Your screenshot has been helpful in understanding your perspective and allows me to provide you with accurate information.

I can see how you would want to have the option to sort the Print invoice page by Customer Name and remove the old invoices, however, it isn't available in QuickBooks Desktop. I completely understand the usefulness of such an option and I think it's a good idea to have this option implemented. No worries, I'll take note of this and forward it to our dedicated Product Engineers for their consideration.

Alternatively, you can also send your own feedback so they'll know that this is something you'd personally need. Here's how:

Go to the Help menu and select Send Feedback Online.
Click Product Suggestion.
Choose a feedback type and product area on the QuickBooks Feedback window.
Enter your suggestion or feedback, name, and email address (optional).
Select the Send Feedback Online.

Additionally, did you know that we can create custom templates for forms and control how they look and what information to include in QuickBooks Desktop? You heard it right. For more information about this, check out this article: Use and customize form templates in QuickBooks Desktop.

We take inputs seriously as they help us improve our products and services to better meet your needs.

We highly value your satisfaction and are dedicated to offering you the assistance you require. If you have any additional inquiries or need further assistance printing your invoices in QuickBooks Desktop, please feel free to reach out. We appreciate your patience and understanding, and we are grateful for your business.

Sign up

Login with SSO

Login to the community

Login with SSO

Scanning file for viruses.

This file cannot be downloaded