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Bulk create invoice/send invoice reminders


I'd like to be able to bulk send invoices to a set of users, Perhaps even do this on a regularly scheduled basis if the member has an outstanding balance. Sending these individually is a huge time sink for me.

I'd appreciate any guidance on how to do this.

Thank you


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Dale Koetke shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →


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  • CSC RC - Membership commented  ·   ·  Flag as inappropriate

    It would be nice to be able to upload a batch of invoices to be billed to members rather than having to do them one by one.

  • Anonymous commented  ·   ·  Flag as inappropriate

    We use the import feature to import members as a group. Unfortunately we have to manually create their invoices. We need wild apricot to generate an invoice for the member when their imported.

  • Crystal commented  ·   ·  Flag as inappropriate

    Hi Oleg - I need to invoice specific teams at the end of the season for their travel trips, so it would be nice to be able to issue invoices in the
    same way that I can send out bulk emails (i.e. by selecting multiple
    contacts or contact lists). I cannot set it up as an event registration either because we can only invoice after the trip has been taken, since the cost is based on flights, per diems, etc. Thanks!

  • Crystal commented  ·   ·  Flag as inappropriate

    This would be a TREMENDOUS help!!!! It would be great to have an invoicing feature similar to how the emails are set up - create one invoice and then select contacts and/or contact lists to send them to. Manually creating individual invoices for 300+ members is a pain in the a.....

  • Chris Ohland commented  ·   ·  Flag as inappropriate

    We need the ability to create manual invoices in bulk, based on search results for groups of members.

    One example for this feature would be the ability to generate late fees, penalties, or surcharges. We can identify a group of members who owe a late fee at a certain time, so once they are identified with a search we would like to have the ability to generate a special invoice for them as an option, such as EXPORT or ARCHIVE.

    With this option we would have the ability to react to numerous situations which arise that currently call for the labor-intensive creation of manual invoices.

  • Dean commented  ·   ·  Flag as inappropriate

    I'd like to register my vote for a bulk invoicing function OR for a better way for members to renew without logging in. In our case, members often don't record their password. If we had the ability to search and create a group of lapsed members then send them to an invoice, they could renew without logging in. Since the system allows for an invoice to be created and a link to the invoice to be embedded in an email for individuals, it must also be possible to create multiple invoices for a given set of members and a link created to allow a group of people to pay the invoice and renew without logging in.

    For the record, we DO use the renewal messages with a link to an invoice. But we have people who are long lapsed and outside the renewal window dates currently used for most members.

    Regardless, a bulk invoicing function that can link to contact date, memberships, etc. without logging in would be very useful.

  • John Englund commented  ·   ·  Flag as inappropriate

    I echo Matthew Thomure's comments below. All 217 of our Georgia members have a filing due April 1. It sure would be great to create an invoice, do a search, click select all, then click send. Instead, we have someone hand cranking manual invoices. Hope she finishes in time to start on the 173 Florida members whose annual reports are due May 1.

  • Matthew Thomure commented  ·   ·  Flag as inappropriate

    The ability to send bulk invoices to a particular set of members would be amazing. We have over 2500 members whom we have to invoice manually for various state filing fees, as applicable. Being able to bill a search-defined set of members all at once for the same invoice would be HUGE!

  • No, Dale. As soon as we have any update, we post it. We're currently busy with some underlying system upgrades (paying so called "technical debt") and this is taking almost all the capacity in Jan and Feb. Our plans are posted in the roadmap http://help.wildapricot.com/display/DOC/Product+roadmap

  • Dale Koetke commented  ·   ·  Flag as inappropriate

    Hi Evgeny, any update on this? Mailing out invoice reminders manually is super time consuming. I have 48 open invoices right now. I can't take the time to individually mail out reminders. I'd love to see this get into your backlog targeted for a release.

  • Nicolas Sprotti commented  ·   ·  Flag as inappropriate

    Be able to generate manual invoices for multiple contacts / members at the time.

    ### Business Need ###
    There are business cases we need to issue the same manual invoices for a significant number of contacts or members at a time.
    Examples include :
    - Late fee management : Our club charges a $25 late fee if members do not pay their quarterly invoice within the first month.
    - Onetime assessment : Our club just renovated one of our building. The board decided to charge the members with a $500 onetime assessment to support the exceptional cost.

    ### Solution Gap ###
    Today manual invoices have to be created contact by contact. There are no options to create a batch of invoice for the contacts / members in mass.

    ### Solution Proposal ###
    Within the Contact List screen and Member List screen add a button "Add invoice".
    It will trigger the invoice screen and we'll be able to issue the same invoice to all the contact / members previously selected.

  • Vonnie commented  ·   ·  Flag as inappropriate

    My organization needs to be able to send out bulk invoices out manually. Part of the reason we got Wild Apricot was to be able to manage up to 600 members. When everyone is being invoiced for the same item or event, it just doesn't make sense to send out 600 individual invoices.

  • Michael Hall commented  ·   ·  Flag as inappropriate

    This is a feature I wanted to execute, too. We have renewal fees that are totally different from new membership fees, plus different renewal fees per membership level. I ran an "advanced search" to produce a group of memberships by level, then wanted to send that group individual invoices with the same amount of renewal dues, but was forced to build and send an invoice one by one, which was not feasible for 200+ memberships. Now, we will have to create new membership levels for the renewal memberships to keep those separate from new memberships in order to get the correct fees on the invoices for the different levels.

  • J Buckley commented  ·   ·  Flag as inappropriate

    Can you please provide the link to this in the Wishlist? I can't find it. Thanks!

  • mary1626 commented  ·   ·  Flag as inappropriate

    It would be helpful, especially for event invoices, if you could send a bulk reminder about outstanding invoices and include the invoice in the body of the email as well as deadline information, etc. Sending individually works, but takes lots of time.

    There is currently no macro to include an invoice in an email, but if there was, then this would be possible.


  • anonymous_96.44.245.50 commented  ·   ·  Flag as inappropriate

    For other types of invoices, such as manual or events invoices, there is no reminder email if it has not been paid. These reminders would need to be sent manually. Wild Apricot only has reminders for membership renewals.

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