Documentation · Money
Batch invoices
Batch invoicing collects a whole billing period of sessions onto one invoice instead of invoicing after every session. It’s built for arrangements where someone else pays on a schedule — an organization that covers direction for its staff, or a directee who prefers one monthly bill.
Put a service on a billing cycle
Batch invoicing is set on the service, not the directee. Any service can bill per session (the default) or on a cycle: monthly, quarterly, semi-annually, or annually.
A service on a cycle also carries a billing contact — the email and name the batch is billed to. Without a billing contact email, no batches are generated for that service.
- In the left navigation, open Finance → Services, and edit the service.
- In Billing Frequency, change Invoice Frequency from Per Session to the cycle you’ve agreed on.
- Enter the Billing Contact Email — for example, an accounts payable address — and a contact name.
- Save.
A directee is on a billing cycle whenever their sessions use a cycled service — either because the appointment is booked with that service, or because it’s their Default Service in Billing Settings.
How sessions land on a batch
When auto-invoicing after appointments is turned on and a completed session belongs to a cycled service, Directee doesn’t send an invoice right away. Instead it records the session as a line item — the date, the service’s price, and a short description — and marks the appointment invoiced.
Those line items wait until the period closes. Each one remembers which directee and appointment it came from, so a single batch can cover several directees on the same service.
When batches are generated
Directee builds batches automatically on the first day of each new period, at 9:00 AM: monthly batches on the 1st of each month, quarterly on Jan 1, Apr 1, Jul 1, and Oct 1, semi-annual on Jan 1 and Jul 1, and annual on Jan 1. Each run invoices the period that just ended.
For each cycled service with uninvoiced sessions in that period, one batch is created — numbered like BATCH-202607-0001 — with the session count, the total, and the service’s billing contact already filled in. It arrives with the status Ready, and you get an in-app notification. If a service had no sessions that period, or a batch for that period already exists, nothing is created.
Review, send, and settle a batch
Batches live under Finance → Batch Invoices. Each one shows the service, the period, who it bills to, how many sessions it covers, and the total. Open a batch to check the details, adjust the billing contact, or add notes before it goes out.
Directee does not email batch invoices for you. Send the invoice the way you normally bill that contact, then record what happened with the status actions.
- Open Finance → Batch Invoices and click the batch to review it.
- When you’ve sent the invoice to the billing contact, use Mark Sent.
- When payment arrives, use Mark Paid.
You can also create a batch by hand for a period the scheduler didn’t cover. Keep it in Draft while you work on it — only drafts can be deleted, and Mark Ready moves a draft into the normal flow.