Send Invoices in Bulk
If you complete several jobs in a day or week and then invoice them all at once, batch invoicing saves you from opening each job individually. Select multiple completed jobs, generate all the PDFs at once, and send them by WhatsApp or email in a single action — then track who has paid from one screen.
Selecting jobs for batch invoicing
Go to Jobs and switch to the list view using the icon in the top right. You'll see a checkbox column on the left of each row. Tick the jobs you want to invoice — you can select as many as you like. A selection bar appears at the bottom of the screen showing how many jobs are selected.
Only jobs with status Completed (or your equivalent custom status) are eligible for batch invoicing. Jobs that already have an invoice generated are excluded from the action to prevent duplicate billing.
Tick the checkbox in the column header to select every eligible job on the current page. Use filters first to narrow the list, then select all to work through a specific subset — for example, all jobs completed this week.
Generating PDFs for all selected jobs
With jobs selected, click Invoice selected in the selection bar. Trade2Base generates a PDF invoice for each job using your invoice template, your business logo, and the line items from each job. This happens in the background — for a batch of 20 jobs it typically takes under 30 seconds.
Each invoice gets a unique invoice number from your numbering sequence, and the invoice date is set to today. You can change the date on individual invoices after generation if needed, but for most trade businesses today's date is correct.
After generation you'll see a summary screen listing all created invoices. Click any invoice number to open and review the PDF before it goes out. You can edit line items, add a note, or adjust the total at this stage without affecting the other invoices in the batch.
Bulk WhatsApp and email sending
From the batch summary screen, click Send all and choose your channel — WhatsApp, email, or both. Trade2Base sends each invoice to the contact details stored on the customer record. Customers receive a personalised message with their invoice attached as a PDF and a link to pay online via the customer portal.
Sends a pre-written message with the invoice PDF attached. Customers can reply directly in WhatsApp and you see the reply in your Trade2Base inbox. Open rates for WhatsApp invoices are significantly higher than email.
Sends from your connected business email address with your invoice template. The subject line includes the invoice number and amount due. Useful for commercial clients who prefer email for their accounts department.
Tracking batch payment status
After sending, all invoices from the batch appear in Invoices with the status Sent. As customers pay — either online via the portal or by bank transfer — the status updates automatically (for online payments) or you mark them paid manually.
Filter the invoices list by Status: Sent and Date: this week to see exactly which invoices from your batch are still outstanding. The total outstanding amount is shown at the top of the filtered view so you know exactly what's owed at a glance.
You can set up an automation to send a payment reminder automatically when an invoice is overdue. See Overdue invoice automations for a step-by-step guide. This works with batch-generated invoices too.
Filtering for uninvoiced work
To find all jobs that are completed but not yet invoiced, go to Jobs, filter by Status: Completed, then add a second filter: Invoice: None. This shows every job where you've done the work but haven't yet billed the customer.
Save this filter combination as a saved view so you can access it with one click at the end of each week. Many trade businesses do a Friday afternoon “invoice run” using this view to make sure no completed work slips through uninvoiced.
Use Settings → Notifications to set a weekly digest that tells you how many uninvoiced completed jobs exist. This acts as a prompt to run your batch invoice process before the end of each week.
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