Invoice Batches (Legacy)

Invoice Batches is a legacy feature. It is still usable but is not compatible with the Sales Invoicing functionality and is no longer being developed. For new implementations, use Sales Invoices Dashboard instead. If you are currently using Invoice Batches and wish to move to Sales Invoicing, contact Totalmobile Support.

Overview

Invoice Batches provide a way to group financially completed orders into batches for billing. When an order reaches Financially Complete status, it is automatically added to the current open invoice batch for its contract. Batches are then closed, approved, and invoiced as a group.

The batch controls the order status from that point forward, when a batch moves to Approved, all orders in it move to Approved. When it moves to Invoiced, all orders move to Invoiced.

How it works

  1. An order reaches Financially Complete (either automatically via visit checking or manually by a supervisor).

  2. The system adds the order to the current open invoice batch for the contract.

  3. When the batch is ready, a user closes it. The system automatically creates a new open batch for incoming work.

  4. The closed batch is reviewed, downloaded as a report, and sent to the client.

  5. If the client queries items, individual orders can be removed from the batch and moved to a separate manual batch.

  6. Once approved, the batch moves to Invoiced and (optionally) triggers an integration file to the finance system.

Batch statuses

  • Open: receiving new financially completed orders.

  • Closed: no new orders can be added. Ready for review.

  • Awaiting Approval: sent to the client or internal approver for sign-off.

  • Approved: confirmed by the client. Ready for invoicing.

  • Invoiced: final state. Triggers the finance integration file if configured.

Configuration

The top section of the Invoicing tab is for legacy Invoice Batches. The bottom section is for Sales Invoicing. The two cannot be used together on the same contract.

Invoice Batches are configured on the contract:

  1. Go to Configuration > Organisation > Contracts and select the contract.

  2. Select the Invoicing tab.

  3. In the top section of the tab, enable Invoice batching for sales orders.

Additional settings in this section:

  • Financial Period: batches can be set to close automatically at the end of each financial period.

  • Maximum orders per batch: optionally split batches after a set number of orders.

  • Customer Invoice Type: Organisation (one batch for all work across all properties for a client) or Customer (one batch per individual customer/property).

  • Minimum invoice value: optionally set a minimum value, with a round-up job code.

Managing invoice batches

Go to Orders > Order Management > Invoice Batches.

From here you can:

  • View all batches and their statuses.

  • Open a batch to see the orders it contains and their values.

  • Close a batch (edit the batch and change the status to Closed).

  • Download a batch as a CSV export for client reporting.

  • Remove an order from a batch (the order reverts to Financially Complete).

  • Create a manual batch and move orders into it.

  • Progress a batch through Awaiting Approval → Approved → Invoiced.

Integration

When a batch moves to Invoiced, a "Sales Order Invoice Batches" integration file can be generated automatically. This provides a flat file export of all batch details for import into an external finance system. A corresponding "Subcontract Purchase Invoice Batches" file exists for subcontractor batches.

Both files include a unique sequential voucher number for reconciliation.