Group invoicing is a manual form of billing that allows you to charge or schedule invoices for multiple customers at once. You can select individual customer(s) or bill everyone subscribed to specific plan(s) in your account.
Customers can be selected on the Customers > Manage Customer's page. This can be done individually with the check boxes or in bulk with the select all button.
Once selected, click the Actions > Create invoices, to bill the selected customers.
You can also bill all customers subscribed to a specific plan. This is ideal for pre-orders or other subscription models where you are want to charge customers on particular dates that may change throughout the year.
For example, let's say you own a winery, and your shipment schedule is based on grape harvest dates, not a set schedule. You could use PayWhirl's group invoicing features to bill all your customers manually, as needed.
One trick is to create a plan(s) for customers to sign up to that bills $0.00. This allows you to group everyone who is subscribed to that plan so you can bill them at a later time. See below:
Click the green "Create Invoice" button in the top right corner to view the create invoice page in your account.
Next, select a group of customers by plan and/or customer name. The system will tell you the total number of customers selected, in this example 37 total customers are selected from two different plans.
NOTE: A CUSTOMER CAN ONLY BE SELECTED ONCE...
IF A CUSTOMER IS SUBSCRIBED TO MORE THAN ONE PLAN, OR HAS A QUANTITY OF MORE THAN ONE, THE SYSTEM WILL STILL ONLY CREATE ONE INVOICE PER CUSTOMER SELECTED.
From here you can add the line items to the the invoice as you normally would. Fill out the invoice type, description, SKU (optional), quantity and price for each line item.
Products, Services and Fees are the types of line items you can add to an invoice. Each type of line acts slightly different depending on your selection.
- Products - Sales tax & shipping rules charged.
- Services - Sales tax & shipping NOT charged.
- Fees - Sales tax & shipping NOT charged.
Once you have the line items added you can choose a currency and select if you would like to charge shipping or taxes. If you are using a product which normally charges taxes and shipping but don't want the rules to apply you can override them with this setting.
You have three billing options when creating invoices:
- Charge customers immediately.
- Schedule invoices to automatically bill on a specific date in the future.
- Save invoices in draft mode for further editing.
How to change a customer's billing cycle
If you have any questions about group billing or invoicing please let us know.