Create bulk invoices

A bulk invoice draft prepares one finalized invoice for each billing client. A class or event is charged once for each included participant. A custom item or organization fee on the draft is copied once onto each invoice. Invoices, registrations, and scheduled payments are created when you confirm the review.

Use Download multiple invoices as PDFs when you need copies of invoices that already exist. For one client and one invoice, use Invoices and client billing.

Before you begin

Open E-Commerce → Invoices with an administrator account that can modify invoices. Choose Multiple clients, then Create.

The draft lists your recipient lists and Or people. Its primary button is Review invoices.

Bulk invoice draft after Multiple clients and Create, with recipient lists, Or people, the included-participant count, and Review invoices

Keep that draft open. If it has been finalized, archived, or has expired, you will see: The bulk invoice draft was finalized, archived, or expired. Create a new bulk invoice draft.

Review invoices becomes available after the draft has a custom item or a class registration. The check is: Add a custom item or class registration before reviewing. Only custom items and organization fees can be copied from the bulk invoice draft. Organization fees already on the draft are included. Remove any other kind of item before reviewing.

Each billing client needs a first name, a last name, and an email address. People who share that billing email receive charges on the same invoice.

1. Choose the participants

Select one or more recipient lists, or use Or people to add people directly.
Read the count, in the form included participants · excluded.
Open that count to review the people. The window explains: Exclude or re-include individual participants. Excluding one family member does not exclude the others. The selected source lists and existing registrations are unchanged.
Clear Included to exclude someone. Their row shows Excluded. Select it again to re-include them.
Leave the lists and any existing class registrations as they are. Exclusion applies only to this draft.

A person without a billing client name or email is marked Missing billing client name or email and is left out of the invoices.

Recipients window with Included and Excluded participants. Email addresses are hidden.

2. Add a class or event

At the bottom of the draft, open + Item and select Class/event registration.

+ Item menu on the bulk invoice draft, open on Class/event registration

The window title is Class/event registration.

Read the instructions: Add a class for every included participant. Choose its dates, price, taxes and discount. Existing registrations and available places are checked before confirmation.
Choose the class or event, the dates, the price, the price rule, the taxes, and the accounting code when your organization requires one. Add a discount when you need one.
If the class asks you to choose an attendance assignment, select it in this window.
Select Add.

Class/event registration window for every included participant, with the class, dates, price, taxes, and Add

The new line is labeled Class registration · per included participant, with the number of selected dates. The draft total is an Estimate for one participant. Final amounts appear in the review. The same class is applied to every included participant. To drop it for everyone, remove that line from the draft. To drop it for one client only, wait for the review.

Draft line labeled Class registration per included participant, with the selected-dates count and the one-participant estimate

You can add a custom fee or extra from + Item as well. That amount is copied once per invoice, including when several participants share a billing client.

If a tax or accounting code cannot be used, the message names the class. Choose a valid tax or code, or clear the code when accounting codes are optional, then add the class again. When a code is required, select one for the class charge and, if you added a discount, for the discount.

3. Schedule payments

Schedule payments appears after the draft has a custom item, an organization fee, or a class. Select it to open the shared schedule editor. Save stores the dates and amounts. Collection happens later, on each scheduled date.

Under Installment amounts, choose a percentage or a fixed amount.
Set the number of payments, the starting date and time, and how often they repeat.
Adjust any row underneath. You can edit individual dates and amounts below. Changing the installment settings above regenerates the schedule. The saved schedule applies to every generated invoice.

Top of Schedule payments, with Installment amounts, the payment count, the start date, and the first generated rows

Then choose how each installment is collected:

Choose the payment method. Email client sends a payment request. Card and bank options follow the payment methods already enabled for your organization. See Scheduled payments.
Select Save.

Rest of Schedule payments, with the installment rows, payment methods, and Save

The editor explains: The schedule covers the complete invoice total, including taxes and fees. Percentages must add up to 100%. Fixed amounts must match each invoice total. Dates and times use your device timezone. Scheduled card and bank payments follow the existing payment-method rules; this step does not collect payment. A fixed schedule fits when every invoice comes to the same total. If the amounts do not cover an invoice, you will see: Installments must cover the full invoice total, with positive amounts. Percentages must total 100%; fixed amounts must match every invoice. Dates must stay in the future: Every scheduled payment date must be in the future. Out-of-order dates show: Payment dates must be distinct and in chronological order.

The draft then lists Schedule payments with each date and amount. Use Edit to change it or Delete to clear it. Inside the editor, Remove payment schedule clears a schedule you have already saved.

If the chosen method is not enabled, choose another one. The message is: The selected scheduled payment method is not enabled for this organization. Choose another payment method.

4. Review the invoices

Select Review invoices. The window summarizes the draft: included participants, excluded people, invoices, and proposed enrollments, plus the combined total. It also shows whether clients will be notified.

Read the summary: Review participants, billing clients, registrations and payment dates. Each billing client receives one invoice. A class is billed once per included participant; custom items are copied once per invoice. Failed creation rolls back that client’s invoice, registrations and scheduled payments.

Enrollment exceptions

When a registration cannot be created, a warning says: Resolve these exceptions or exclude the affected participants before creating invoices. Create many invoices stays unavailable until every exception is cleared or the affected person is excluded. Messages include:

Already registered for one or more selected dates.
Participant first and last names are required.
{available} places available for {count} included participants. The class date is included when the limit applies to one date.

Search the participant table to find someone. Exclude removes that person from every invoice in this draft. Re-include puts them back. Other family members stay as they are.

Review invoices with an enrollment exception, Exclude on a participant row, and the client cards below. Email addresses are hidden.

Charges on each client card

Each card is one billing client. It lists the items and amounts that will be on that invoice, then the installment dates, amounts, and payment method when you saved a schedule.

Select the remove control named Remove {item} from {client}’s invoice. The item is struck out. Select Restore to put it back. That action is named Restore {item} to {client}’s invoice. The other clients’ cards keep the item.

Client card with a removed class line and Restore, plus the installment dates. The email address is hidden.

If you remove every item, the card says: All items were removed. No invoice will be created for this client.

If recipients, prices, or availability change while the window is open, select Refresh review before you continue. The review expired or recipients, availability or prices changed. Return to the invoice setup and review again before creating invoices.

Select Back to return to the draft. The invoices remain to be created.

If both a notification template and a saved message are selected, you will see: Choose either a notification template or a saved message, then review again.

5. Create the invoices

Select Create many invoices. Activity Messenger rechecks the recipients, prices, and available places from the review you are confirming. A second confirmation of that same review returns the invoices, registrations, and scheduled payments already saved for it.

Creation is all-or-nothing for each client. If that client’s invoice, class registration, or scheduled payments cannot be saved together, Activity Messenger removes all three for that client. Invoices already saved for other clients stay in place. The results name a failed client with Invoice creation failed.

When every invoice is created and every notification and PDF succeeds, both windows close, and the Invoices list refreshes.

When a creation, notification, or PDF problem remains, the window stays on Bulk invoice results until you close it. It lists the invoices that were created, the people who were skipped, and the problem:

Notification failed for invoice followed by the invoice number. The invoice itself remains.
PDF generation failed for invoice followed by the invoice number. The invoice itself remains.
Excluded by the administrator
Missing billing client name or email
Duplicate recipient

The items you removed stay in the invoice audit log, so a later review can see what was left off that client’s invoice.