Bulk Input One-Time Charges lets you create multiple agent invoices simultaneously from a single screen. Instead of creating each charge individually, you can select multiple agents, customize their charge details, and generate all invoices at once.
This feature is particularly valuable for office managers who regularly handle usage-based charges like photocopies, event registrations, or merchandise orders.
How It Works
The bulk input process follows a simple workflow: you'll input your charge details once, select the agents to bill, customize quantities or prices as needed, and create all invoices simultaneously.
Common Use Cases
Your office photocopier generates a usage report showing 105 agents made copies last month. You can select those agents, input their copy counts, verify that the total matches your report, and create all invoices in one batch.
A vendor provides an attendee list for a sales training class with 73 participants. You can select those agents, set the training fee, and bill everyone simultaneously.
When agents order company sweatshirts, you can process all orders together rather than creating individual charges for each purchase.
How to Create Bulk Charges
Go to Accounting > +add > One-time charge. In a modal window, start by entering the basic information that will apply to all charges in this batch:
Due Date: When the invoice will be posted to the agent accounts
Memo: A description that will appear on all invoices
Income account: Select the QuickBooks account (must match your QuickBooks "item" name exactly)
Quantity and Price: Set default values, though you can customize these for individual agents
When all set, click Next.
The agent selection screen displays all your agents, each with a checkbox. You can select agents individually or use the search function to quickly find specific individuals. If you're working from a list or report, this is where you'll check off each agent who should receive the charge.
After selecting agents, you'll see the charge details for each person. While the default values you entered earlier will populate automatically, you can edit specific details for any agent:
Invoice Date
Due Date
Quantity
Price
This flexibility is crucial for charges like photocopies, where each agent might have different usage amounts.
If an agent doesn't have a card on file, they'll need to add one before the due date or the charge will fail.
You’ll also see a “Charge CC” checkbox for each agent. This will be automatically checked if a card is on file, and unchecked if not.
Before finalizing, you'll see a Total invoiced amount that will be billed to all selected agents. This is your final accuracy check - compare this total to your source report to ensure everything matches. When you're all set, click "Create" to generate all invoices.
You can see all the invoices that were created on the General Ledger page. For large batches, invoices may take a few seconds to generate.
Understanding Invoice Processing
If you set a due date in the future, invoices will appear under the Agent Ledger as pending transactions. They'll automatically post on the due date.
On the due date, agents receive email notifications. These are the same settings used for recurring charges, so your notification preferences remain consistent.
For agents with cards on file who opted for automatic charging, their cards will be charged on the due date when the invoice posts.
Invoice preferences and notifications
Go to Accounting > Agent Billing > Settings to configure invoice preferences. From there, you can choose whose name appears on invoices and whether agents should receive email notifications when charges are processed. These settings apply to both recurring and one-time charges.
QuickBooks Integration
The bulk feature doesn't change how QuickBooks integration works - it just makes it more efficient. If you're creating 100 invoices, all 100 will sync to QuickBooks simultaneously, rather than one at a time. You'll need the Accounting V2 integration enabled to use this feature.
Troubleshooting Common Issues
Invoices not appearing: For large batches, invoices may take a few seconds to generate. Refresh the General Ledger page if you don't see them immediately.
Credit Card charges failing: This happens when an agent doesn't have a valid card on file. Agents need to add or update their payment method before the due date.
QuickBooks sync issues: Make sure your BTBO Income Account name in the bulk input exactly matches your QuickBooks item name. Even small differences in spelling or spacing will cause sync problems.
Agent can't find invoice: Future-dated invoices won't appear in the agent's current billing until the due date. They'll be listed under pending charges until then.
Frequently Asked Questions
Can I mix different charge types in one batch?
No, you can only process one item type at a time. However, you can customize quantities and prices for individual agents within that item type.
Can I import charges from a spreadsheet?
Not at this time. You'll need to manually select agents and enter charge details through the interface.
What if I need to modify invoices after creating them?
Bulk modification isn't available. You'll need to edit invoices individually by clicking them in the General Ledger.
Is this feature available on mobile?
No, the Accounting module isn't currently supported in the mobile app. You'll need to use the web version.
What plans include this feature? This feature is available for Professional plan clients who have the Accounting module enabled.