Consolidate Invoices

If a customer has several open invoices, you can merge them into a single invoice — making it easier for the customer to pay and simpler for you to track. Navigate to Customers → Batch → Consolidate Invoices.

Consolidate a customer’s invoices#

The page lists posted sales invoices with an open balance, grouped by currency and customer. Partially paid invoices are included — their payments carry over to the consolidated invoice. If an invoice you expect is missing, it is dated in a closed period, on hold, or was posted as a customer transaction rather than a sales invoice.

Tick the invoices to merge — the checkbox in a group header selects all of that customer’s invoices at once — then click Consolidate Selected and confirm.

A merge needs at least two invoices of the same customer in the same currency; a customer with only one invoice selected is left untouched. You can process several customers in one pass — each gets their own consolidated invoice.

What happens to the merged invoices#

Within each group, the first invoice you selected becomes the consolidated invoice and keeps its invoice number and date — when you select a whole customer with the group checkbox, that is the oldest invoice. The other invoices’ line items and any part-payments move onto it, and those invoices are permanently deleted. Their descriptions and notes are appended to the surviving invoice’s own text — where the surviving invoice has none, the other invoices’ text is dropped. The surviving invoice’s order number and department are cleared.

Consolidation cannot be undone, and the deleted invoices’ numbers and payment slips no longer refer to an open invoice. Send the customer the consolidated invoice so they pay against the surviving reference.