Prepare and approve invoices in batches
Published 2026-09-30 · Updated 2026-09-30
Review several rental periods, prepare drafts in a Billing Run, approve checked invoices, then send the approved documents separately.
Before you start.
- Have eligible work in Ready to draft and Owner or Dispatcher billing access.
Steps.
Review the selected rental periods
Take me there →Open Ready to draft, select the ready rentals, and choose Review N drafts (N is the number selected). Check the saved Billing Run preview, cutoff, periods, quantities, and estimated totals.
Prepare drafts and handle exceptions
Choose Prepare drafts with the displayed count. Read Selected, not drafted and failed-period reasons. Check or resume Billing Run handles an interrupted preparation; Retry failed periods retries failed items without redoing successful ones.
Approve checked invoices
Use Review invoice on exceptions, Hold for work that needs a decision, and Select all ready only after checking the proposed set. Choose Approve invoices with the selected count. A rental’s periods are approved in date order.
Send each approved invoice
Read each approval result. Use its Send action, check recipients, and send the email. Track failures per invoice; a successful preparation or approval count is not a delivery count.
warning
Batch preparation produces drafts only. Approval, sending, accounting posting, and payment remain separate.
Common problems and recovery.
A later period cannot be approved.
Review and approve the earlier required period first. Check held or changed drafts.
Only some periods succeeded.
Keep the successful invoice identifiers. Resolve each failed source and use its offered retry or review; do not run a duplicate blanket batch.
Continue in EquipFlow.
Open the product to do the work, or contact support if the saved information does not match what this article describes.
Last reviewed 2026-09-30 against EquipFlow product commit c0ec0c7b7.