Bulk Update and Send Invoices

This release includes two new bulk list actions: updating invoices' status and sending Invoice Links to your customers for invoices.

To perform a bulk action on your invoices, go to the Invoices list in ServiceTrade, and perform a search for the invoices on which you want to act. You can select individual invoices or click the checkbox at the top of the list to quickly choose all invoices shown on the screen:

Once you have selected some invoices, click the gear icon at the top of the list and select the action that you wish to perform:

To accommodate these new bulk actions, the maximum invoice list page size limit has also been increased to 250 (which means you can update or send up to 250 invoices at a time).

More information about the specific bulk actions is below.

Bulk Update Invoice Status

You can use the 'Update Status' action to update the status of a group of invoices in bulk. For instance, at the end of each day, you may wish to update all the draft invoices created throughout that day to 'OK' status, so they can then be sent to customers (or to your accounting system).

To use this feature, select some invoices in the invoice list, then click 'Update Status' in the gear icon menu at the top of the list.

In the popup window that appears, select the status to which you want to move all the selected invoices...

... then click 'Update Invoices' to update all the selected invoices:

In this example, all of the selected invoices will have their status changed to 'OK.'

You may update the selected invoices to any of the following statuses:

  • OK
  • Draft
  • Needs Review
  • Sent

Note that 'Sent' status should be used only for legacy workflows where sending an Invoice Link to your customers is impossible. For more information about sending Invoice Links in bulk, see 'Bulk Send Invoices' below.

Not all status changes are allowed -- for instance, an invoice whose status is 'Void' cannot be updated to another status. If any of the invoices that you selected cannot be updated to the desired status, a warning message will be shown, and those particular invoices will not be updated:

IMPORTANT: You must have 'Admin Invoices' or 'Manage Invoices' permission to use the bulk invoice update feature.

Bulk Send Invoices

You can use the 'Send to Customer' bulk action to send Invoice Links to your customers, enabling them to view and pay your invoices online.

To use this feature, select some invoices in the invoice list, then click 'Send to Customer' in the gear icon menu at the top of the list.

In the popup window that appears, you can choose to send the Invoice Link messages to all contacts for each invoice or a specific type of contact (for instance, Financial contacts might be appropriate for invoices). You can also enter a custom message that will appear in the email for each Invoice Link recipient:

... then click 'Send' to send Invoice Links for all the selected invoices:

Not all invoices can be sent as Invoice Links -- for instance, an invoice whose status is 'Void' cannot be sent. If any of the invoices that you selected cannot be sent, a warning message will be shown, and those particular invoices will not be sent:

IMPORTANT: The bulk send feature is enabled only for paid ServiceTrade accounts. For questions about enabling this feature, please contact ServiceTrade support at support@servicetrade.com.

QuickBooks Integration Improvements

With this release, ServiceTrade's QuickBooks Online and QuickBooks Desktop integrations now automatically support job-level customer mappings in conjunction with invoices that are not associated with a job (for example, recurring invoices).

For example, if you configure your QuickBooks customer mapping to be 'Customer : Location : Job', as shown here:

...then you would expect each invoice to be assigned to a sub-sub-customer in QuickBooks that corresponds to the job in ServiceTrade (such as 'Service Call #22344434' in the example shown above).

For invoices that do not belong to any job, however, that association is not possible. With this release, those invoices will be automatically mapped to the customer in QuickBooks immediately "above" the job level in your QuickBooks mapping. For instance, in the example above, invoices without a job mapping would be mapped to the sub-customer that corresponds to the location in ServiceTrade ('Customer Location #3' in the example shown above).

Previously, such invoices could not be synced to QuickBooks without requiring you to alter your QuickBooks customer mapping configuration. Please see this support article for more information about configuring QuickBooks integration settings.

Multiline Company Address Support

With this release, it is now possible to add multiple lines of detail to a customer company's address. This supports use cases where you are required to add additional detail to the mailing address beyond what is used to deliver postal mail to that customer; for instance, if you need to add a "care of" line or specify the customer's internal corporate division that should receive your invoices.

To enter multiple address lines for a customer, click the 'multiple line' toggle icon next to the address field when adding or editing a customer:

Once in multi-line mode, you can enter multiple lines of address information or toggle back to single-line mode by clicking the toggle icon again:

Please note that you cannot use ServiceTrade's address type-ahead autocompletion feature for company addresses when in multiple line mode. To use address autocompletion, you should use the standard single-line address input.

Multiline addresses can be used for customer company ("bill to") addresses only. Service location ("ship to") addresses must contain physical addresses only to ensure that ServiceTrade's automatic geolocation of service addresses functions properly.

Work Acknowledgement Updates

A recent ServiceTrade mobile application update included the ability for a technician to include a proposed solution in their deficiency reports. That proposed solution could then be used by office staff to create the quote to repair the deficiency.

To ensure that the proposed solution does not contain any proprietary or internal information that should not be shared with customers, the Work Acknowledgement PDF document generated by the technician will not include the proposed solution.

Did this answer your question?