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How to Bulk Charge Invoices from Kolleno
How to Bulk Charge Invoices from Kolleno

Charging invoices in bulk has never been easier with Kolleno’s bulk action feature for charging invoices.

Ron Danenberg avatar
Written by Ron Danenberg
Updated over a week ago

  1. Navigate to the Invoices Tab

    Begin by going to the "Invoices" tab within Kolleno.

  2. Select Multiple Invoices

    Choose the invoices you want to charge by selecting them individually. You can also use invoice filters to narrow down your selection criteria, and using the 'select all invoices' button, making it easier to manage a large number of invoices.

  3. Click on "Bulk Action"

    With your invoices selected, click the "Bulk Action" button to reveal a list of available actions.

  4. Choose "Charge Invoice"

    From the bulk action menu, select "Charge Invoice." This initiates the charging process for all selected invoices.

How the Charging Process Works

  • The customer payment method that is charged depends on the Automatic Payment Method of the customer:

    • If the customer has automatic payment method “Auto-detect”: The latest valid payment method added to the customer is charged.

    • If the customer has automatic payment method “Card”: The customer’s latest added valid card is charged. If no card is found for the customer, the payment is not attempted.

    • If the customer has automatic payment method “Direct debit”: The customer’s latest added valid direct debit mandate is charged. If no direct debit mandate is found for the customer, the payment is not attempted.

    • If the customer has automatic payment method “Disabled”: The system prioritises payments using an available direct debit mandate. If no direct debit mandate is found, it will use a valid card. If no card is found, the payment is not attempted.

  • If payment is not attempted, an error note will be recorded in the customer's timeline.

Important Notes on Bulk Charging

  • Invoice Status: Only invoices with a status of OPEN or PARTIALLY PAID can be charged.

  • Minimum Balance: The invoice balance must be greater than 1 to be eligible for charging.

  • Payment in Progress: Invoices with a payment already in progress cannot be selected for bulk charging.

Feedback and Error Handling

All feedback regarding the payment process, including any errors encountered, will be documented in the customer’s timeline. This ensures you have a clear record of any issues that arise during the charging process.

By following these steps, you can efficiently manage and charge multiple invoices, saving you time and ensuring that your accounts receivable process runs smoothly. If you encounter any issues or need further assistance, please contact our support team.

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