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Bulk send invoice reminders (manual or scheduled)

Hello,

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

Dale

19 votes
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    Dale KoetkeDale Koetke shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →
    mkfemmefatalemkfemmefatale shared a merged idea: Send mass invoices  ·   · 

    16 comments

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      • DeanDean 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 EnglundJohn 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 ThomureMatthew 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!

      • Dale KoetkeDale 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.
        Thanks
        Dale

      • VonnieVonnie 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 HallMichael 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.

      • mary1626mary1626 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.

        Thanks.

      • anonymous_96.44.245.50anonymous_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.

      • FenManFenMan commented  ·   ·  Flag as inappropriate

        Hi,

        My question was about invoices, not member renewals. I have a number of people who have not yet paid invoices for membership, events, etc. I am very sorry to hear that there is no way to collect outstanding payments.

      • anonymous_96.44.245.50anonymous_96.44.245.50 commented  ·   ·  Flag as inappropriate

        The renewal policy for your membership levels includes two reminders after the renewal date has passed. This is the "grace period email notice" and the "lapsed email notice" You can use these emails to remind your members to pay their invoices. See this help page on how to customize your renewal reminders and actions: http://help.wildapricot.com/display/DOC/Membership+renewal+policy

        It's not possible to re-send the invoices once they are already generated and sent.

      • FenManFenMan commented  ·   ·  Flag as inappropriate

        Is there a way to send contacts with open invoices a reminder automatically (e.g. after 30 days)?

        Or is it even possible to re-send all open invoices at one time?

        Or is collections entirely a manual process?

      • anonymous_96.44.245.50anonymous_96.44.245.50 commented  ·   ·  Flag as inappropriate

        Hi Dale,

        You can have the system automatically generate and email the renewal invoices for your members. This is done by going into the Renewal policy tab for a membership level and enabling the 'Generate and email invoice' option. For more information, see: http://help.wildapricot.com/display/DOC/Membership+renewal+settings

        It is currently not possible to send out bulk invoices out manually. Each invoice must be emailed individually to a user.

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