Fifty clients, one pay period. A batch turns all of it into invoices in a few clicks, instead of an afternoon.
Summary
A batch creates invoices from your timesheets for a date range, grouped by client. Go to Accounting › Invoice Batches, click Add Batch, pick the dates, check which timesheets are included and preview the invoices. Choose Actual or Estimate, how to group them, and whether to attach timesheet details, then create them. Each timesheet on an invoice is marked Invoiced. What goes wrong: picking Estimate by mistake. It can't be changed afterward.
How to do it
- Go to Accounting › Invoice Batches and click Add Batch.
- Pick the date range, such as your last pay period.
- Check the timesheets included. You can narrow them by client, job or Crew Member.
- Preview the invoices: how many, for whom, and the totals.
- Choose Actual or Estimate, how to group the invoices, and whether to attach timesheets.
- Create the batch, then check the invoices in Accounting › Invoices.
▶ Watch how to create invoices in a batch
That's a whole period invoiced in one go. Read on for the options and what to check.
On this page
The options
| Option | What it does |
|---|---|
| Actual | Bills the hours and rates on the timesheets. Use it for work that's done. |
| Estimate | Bills the hours and rates planned on the job, before the work happens. It can't be turned into an Actual invoice later. |
| Per client | One invoice for each client, covering all their work in the period. |
| Per order | A separate invoice for each order, such as one per event. |
| Client specification | Follows the setting on each client. |
| Attach timesheets | Adds the timesheet details to each invoice, for clients who want the backup. |
⚠️ Watch out
You can't change an Estimate into an Actual invoice. If you pick the wrong one, delete the invoices and create a new batch.
Which timesheets are included
New batches include Approved and Paid timesheets by default. Timesheets still waiting for approval aren't billed, so approve the period first. See Review and Approve Timesheets.
Once a timesheet is on an invoice, it's marked Invoiced, so it won't be billed twice.
The invoice keeps a copy of its timesheets
When an invoice is created, NextCrew saves the timesheets as they were at that moment. If a timesheet changes later, the invoice you sent doesn't. That gives you an exact record if a client queries it.
One invoice instead of a batch
For a single invoice, click + Add Invoice in Accounting › Invoices.
Questions people ask
Can I invoice any date range?
Yes. Pick whatever dates you bill on.
Why is a timesheet missing from my batch?
Check that it's approved, and that it isn't already Invoiced.
Can I delete a whole batch?
No. Delete invoices one at a time. See Delete or Correct an Invoice.
Are invoices created automatically?
No. Your team creates them with a batch.
Other ways people ask this
- How do I create invoices for all clients?
- How do I bill a pay period?
- What's an estimated invoice?
- How do I invoice per event?
- Why isn't a timesheet on the invoice?
Related guides
- Anatomy of an Invoice — what's on each invoice
- Send Invoices and Record Payments — the next step
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