Batch invoicing, emailing invoices and follow-ups

Invoice every finished job at once, email each invoice to its customer, and send reminders on unpaid invoices until they are paid.

At the end of a busy week you can invoice every job your team finished in one go — one invoice per job — and email each one to its customer with the PDF attached. After that, reminders follow up on whatever stays unpaid, on the schedule you set.

Invoicing finished jobs together

Open Finance → Batch invoicing on the website, or Tools → Batch invoicing on the phones. It lists every completed job that has no invoice yet.
Each job shows about how much it would bill before tax: its billable line items, the materials used, labor that has not been billed, and approved change orders. A job with nothing billable on it yet cannot be picked.
Pick the jobs (or Pick all), choose whether to email each invoice to its customer, and invoice them. Up to 50 jobs at a time.
Each job gets its own open invoice, made exactly the way “Invoice this job” in Job costing makes one. Tax is added on the invoice.
A job that already has an invoice is never billed a second time, even if the batch is run twice.

If a job cannot be invoiced, the others still are. The result lists every job with what happened to it, and Invoice batches keeps a record of every batch you ran.

Emailing an invoice

Open any invoice in Finance → Invoicing and choose “Email to customer”. It goes to the customer’s email address unless you type another one, and you can add a short note.
The PDF of the invoice is attached. When your customer portal is on, the email also carries a link where the customer can view the invoice and pay it online.
The invoice shows everything that was emailed about it — when, to whom, and whether it went — and every reminder that was sent.
A voided invoice cannot be emailed.

Reminders on unpaid invoices

Reminders are set in the accounting settings, under Policies → Reminders (the same settings on both phones).

Send a reminder a set number of days before an invoice is due, and an overdue notice a set number of days after.
Keep reminding: after the overdue notice, send a follow-up every so many days, up to the number of times you choose (at most nine). Leave it at 0 to send the overdue notice only.
Each reminder is sent once. An invoice that is paid, or voided, gets no more reminders.
Invoices you issue in Invoices & tax can be reminded too. That is off until you switch on “Remind customers about invoices from Invoices & tax”, and only invoices issued after you switch it on are reminded — customers who already owed you money are not emailed the day you turn it on.
A reminder for an invoice from Invoices & tax carries a fresh link to view and pay it, and the old link stops working.
Every invoice shows what was sent about it: on the website choose “What was sent” on an invoice in Invoices & tax, and on the phones it is on the invoice itself.

Who can do what

Batch invoicing and emailing invoices are part of the Invoicing permission; the reminder settings are with the rest of the accounting settings. A connected assistant can list the finished jobs still to invoice and propose invoicing them — the proposal waits for your approval — but it never emails an invoice to a customer. You send invoices yourself, where you can see who they go to.

Frequently asked questions

Is the amount shown for a job the invoice total?

No. It is what the job would bill before tax. The invoice adds tax at the rate that applies to the job.

What if I run the same batch twice by mistake?

Nothing is billed twice. A job that already has an invoice is refused, and the result says so.

Can I stop the follow-ups for one customer?

Reminders stop when the invoice is paid or voided. There is no pause for one customer yet; to give a customer more time, void the invoice and issue a new one with a later due date.

Do reminders cost anything?

No. Invoice emails and reminders are part of Seayora.

Related guides

Related features and guides

Tips — Documentation. Let customers add a tip when they pay an invoice on your portal, see every tip by technician, and record when you hand it over.
Customer & Vendor Portals — Documentation. What a customer or vendor can see and do from the portal link you send them — invoices and their PDFs, statements, paying online, automatic payment, memberships, and sending you a bill.
Change Orders — Documentation. Price extra or changed work on a job, send it to the customer to approve on their portal with their signature, and bill it — on the job’s invoice or on its own.
Invoicing, Estimates & Statements — Feature. Create invoices and estimates, send customer statements, and collect payment through the same rails as rent — with everything posting to the ledger automatically.
How to Invoice Clients and Get Paid Faster — Guide. Practical invoicing tips for service businesses — what every invoice needs, how to set terms, and how automated reminders and online payments shorten the wait for your money.
Contractor Invoicing & Payouts — Feature. Turn completed work into an invoice automatically and get paid online, with a 4% processing fee applied only when you get paid.