Bulk status changes on invoices, estimates and recurring invoices
You can change the status of many invoices or estimates at once instead of opening each one individually. This helps when reconciling a batch of payments or closing out a period.
How it works
- Open the Invoices or Estimates list.
- Tick the checkboxes next to the rows you want to update (or use Select all rows from all pages after a few clicks to grab everything in the current filtered view).
- In the bulk action bar that appears at the top, choose Change status and pick the target status.
The action applies to every selected document that can legitimately move to the chosen status. Documents that can't (for example, an already-paid invoice you tried to mark unpaid, or a draft that needs to be issued first) are skipped, and the result summary tells you how many were updated and how many were skipped.
Marking as paid in bulk
Marking many invoices as Paid at once is the most common use. Each invoice that's not already paid in full receives a transaction equal to its outstanding amount. The transaction takes the payment method of the invoice, or your Default payment method when the invoice has none. The payment is dated today, and the confirmation names the method before you confirm. If you need to record real payment details (date, payment method, financial account), use the per-invoice payment flow instead — see Recording payments and managing transactions.
Recurring invoices
Recurring invoices have the same bulk action, under Change status, and it offers the two states a schedule can be driven to: Active and Inactive. Both ask you to confirm first, and the confirmation for Inactive spells out what it means — no invoices are generated for as long as a recurring invoice sits there.
Setting them back to Active picks each recurring invoice up at its next date on the original rhythm. The run dates that passed while it was inactive are not filled in afterwards, so a monthly recurring invoice deactivated in April and activated again in July resumes in July, and the May and June invoices are never issued. See Recurring invoice statuses for the four statuses and what activation requires.
Status rules
Bulk status changes follow the same transition rules as individual status changes. See Document status and How does estimate status work for which transitions are allowed.