Overview
The Batch screen lists all invoices in a selected invoice batch. An invoice batch is a group of invoices you can process, print, and send in bulk. Select any invoice in the list to open it on the Invoice screen for viewing or editing.
Things to know
Aspire doesn't consider invoices "invoiced" until the batch is completed on this screen.
When you complete a batch, Aspire automatically saves a PDF copy of each invoice as a property attachment for future reference.
You need the Edit Invoice permission to access the action menu on this screen.
To reference how to use an invoice batch, read our article about using an Invoice Batch.
Batch fields
Field | Description |
|---|---|
Created | The date the batch was created and the name of the person who created it. |
Completed | The date the batch was completed and the name of the person who completed it. |
Related Event | Select an event whose description should appear on the invoices in the batch. Events must be created on the Events screen before they're available in this menu. Only events with a start date within one month of the batch creation date appear in the list. |
Three-dot icon | Opens the action menu. Available if you have the Edit Invoice permission. |
Action menu options
Select the three-dot icon to open the action menu. The following options are available.
Option | Description |
|---|---|
Print All Invoices (Include Paperless) | Generates a print file for all invoices in the batch, including paperless invoices. If the batch hasn't been completed, invoices exported as PDF or RTF display a DRAFT watermark. When you select this option, Aspire opens the Report Settings screen where you can choose the report layout and export type. Available export types include PDF, Excel Spreadsheet, HTML, PNG, MHT, RTF, and Text. Without the Choose Report Export Type permission, you can only export to PDF. Invoice layouts are typically set up with the AspireCare team during initial system configuration. |
Print All Invoices (Exclude Paperless) | Generates a print file for all invoices in the batch, excluding paperless invoices. If the batch hasn't been completed, invoices exported as PDF or RTF display a DRAFT watermark. When you select this option, Aspire opens the Report Settings screen where you can choose the report layout and export type. Available export types include PDF, Excel Spreadsheet, HTML, PNG, MHT, RTF, and Text. Without the Choose Report Export Type permission, you can only export to PDF. |
Complete Batch | Available only for batches that haven't been completed. Marks the batch as complete, which means Aspire considers the invoices sent. If any properties in the batch have an Invoice Email contact, Aspire opens the Complete Batch (Email Invoice) screen so you can review email details before sending. If you select the Back icon without confirming, the batch completion is canceled. If you confirm or there are no email contacts, Aspire sends the emails and generates a printable version of each non-paperless invoice for you to print and mail. |
Delete Batch | Available only for batches that haven't been completed. Deletes the entire batch and all invoices it contains. The associated invoice recommendations return to the Invoicing Assistant so they can be regenerated. |
Delete Selected Invoices | Available only for batches that haven't been completed. Deletes only the invoices you've selected in the list. The deleted invoices are removed from the batch, and their recommendations return to the Invoicing Assistant so they can be regenerated. |
Add Event | Available only for batches that haven't been completed. Opens the event creation screen so you can create an event (for example, a snow event) and associate it with multiple invoices. The event description then appears on all associated invoices in the batch. Read more on events at our Log Event screen reference article. |
Note:
When you select Complete Batch, the action applies to all invoices in the batch. Selecting or clearing individual invoice checkboxes on the Batch screen doesn't affect which invoices are included.
Automatic PDF archiving
When you complete a batch, Aspire automatically saves a PDF copy of each invoice as a property attachment. Keep the following in mind:
The PDF uses the proposal layout selected at the time of invoice creation.
The file name follows the format: InvoiceMMDDYY, where the date represents the creation date.
Anyone with access to property attachments can view and download the saved invoice PDFs.