Bulk Processing Invoices 

1. This module outlines how to use the batch invoice processing feature in OpsDriver to efficiently generate, send, and manage invoices across multiple bookings. It also covers how to filter out bookings from the batch and how to revisit previous invoice batches for follow-up.

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   1. Accessing the Batch Processing Tool

   
   

   Step-by-Step Instructions:

   1. Navigate to the Financial tab.

   2. Click on Invoices.

   3. Click the Process Invoices button.

   
   

   You’ll be presented with two options:

   • General Batch (all eligible bookings)

   • Billing Contact Batch (only bookings tied to a specific contact)

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   2. Setting Invoice Criteria

   
   

   When starting the batch:

   • End Date Filter: Only bookings that have ended before this date will be included.

   • Invoice Date: Choose the invoice issue date (defaults to today, but can be backdated).

   
   

   Example:

   
   

   If you want to invoice all trips that ended before September 1st, and set the invoice date to August 31st, update both fields accordingly.

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   3. Excluding Bookings from the Batch

   
   

   A. Individual Invoicing Only (Per Contact)

   • Set within the Contact Record.

   • Ensures that contact’s bookings are only processed using the Billing Contact Batch.

   
   

   B. Hold Invoice (Per Booking)

   • Checkbox available in:

     • The Bookings Report

     • The Financial Section of an individual booking

   • Use this for contract clients or when an invoice requires manual review before being issued.

   
   

   Note: Bookings that fall under either category above will not appear in the general batch process.

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   4. Reviewing and Finalizing the Invoice List

   1. After setting your filters, click Continue.

   2. Review the list of bookings eligible for invoicing.

   3. For each booking, you must set:

      • Invoice Date

      • Invoice Terms (Net 30, Due on Receipt, etc.)

      • Invoice Delivery Method (Email, Mail, Fax)

   
   

   The system will not proceed unless all fields are completed.

   
   

   Pro Tip:

   
   

   These values can be edited inline for one-off changes, but they won’t update the contact record. To make permanent changes, update the contact’s settings directly.

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   5. Creating and Distributing Invoices

   
   

   After reviewing and completing entries:

   1. Click Create Invoices.

   2. The system will process all selected bookings.

   3. Once complete, you’ll be directed to a summary screen.

   
   

   You can then:

   • Send Emails: Based on the delivery method set

   • Download Mail Invoices: Generates a printable document with all paper invoice PDFs for mailing/faxing

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   6. Accessing Previous Batches

   
   

   If you closed out before sending or printing:

   • Go to View Invoice Batch on the Invoices page.

   • Select the appropriate batch ID to:

     • Review invoice records

     • Re-send emails

     • Re-download printable invoice documents

   
   

   This feature ensures easy follow-up or reprints when needed.

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   7. Benefits of Batch Processing

   • Save time by invoicing multiple bookings at once

   • Maintain consistency in invoice dates, terms, and formatting

   • Ensure accurate communication through automated email delivery

   • Improve audit tracking through batch IDs and downloadable summaries