If you want a quicker way to enter your invoices, use the multi-invoice entry form. It works like a spreadsheet: each invoice goes on its own line, so you can enter many invoices on one screen.

You can use the form for sales invoices and for purchase invoices, and you can enter up to 50 invoices in one entry. If you have a Power User Subscription or an Affinity account, you also get extra options for setting a different client on each line. See Advanced data entry options below.

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How to get started

This example enters sales invoices for a client.

1. Search for the client on the dashboard. Type the client’s name in the quick search and click the client. Clients have a person icon in the results.

   

2. On the client screen, click Create new.. and select Multi-Invoice Entry.

   

3. Check the boxes at the top of the form. The three checkboxes are Flag invoices as Sent, Flag invoices as Paid and Show purchase reference box. Use the Select a client box to set the client on every line. The currency can be EUR, GBP or USD.

   

4. Enter each invoice on its own line. The columns are Date, Client, Category, Description, NET Amount, VAT Rate, VAT Amount and Total Amount. The total is worked out from the NET amount and the VAT rate.

5. To copy a value to the line below, click the down arrow on that column.

   

6. Click Save Invoices. QuickFile saves each line as an invoice and shows a message, for example 3 Invoices have been created!

Mark invoices as paid

Tick Flag invoices as Paid to mark the invoices as paid. Then choose the bank account the money went into. QuickFile documents that a matching payment is recorded against each invoice.

Enter purchase invoices

Purchase invoices have their own version of the form. Open it from a supplier.

1. Search for the supplier on the dashboard. Suppliers have a card icon in the search results.

2. On the supplier screen, click Create new.. and select Bulk Purchase Entry.

   

3. Check the columns on the purchase form: Date, Supplier, Category, Description and Total Amount.

   

4. Click Save Purchases when you have entered each invoice.

Advanced data entry options for Power User and Affinity accounts

A Power User Subscription adds a Client column to each line, so one entry can cover several clients. Each line also has a + icon next to the client, which adds a new client.

To set the same client on every line, use the header box at the top of the form. Changing the client in the header updates every line.

Affinity accounts get the same extra options.

Notes and warnings

Troubleshooting

I clicked Save, nothing was saved, and the Client and Description cells are red.

Blank rows are not saved, and no message appears. Fill in the red cells on each line you want to save, then click Save Invoices again.

I cannot type an invoice number on the form.

QuickFile numbers your invoices for you. The form has no invoice number column, and saved invoices take their numbers in line order.

I clicked Cancel. What happened to my lines?

Cancel discards the lines you have not saved and returns you to the dashboard. No invoices are created.

Related topics

New to invoicing in QuickFile? Start with Create your first invoice to see how a single invoice works, then come back here for bulk entry.

• Create your first invoice: Create a single invoice, from a blank invoice to a sent invoice with a payment logged.
• Attaching a PDF copy of your invoice: Allow a specific client to receive a PDF copy of an invoice.
• Power User Subscription: See what the Power User Subscription includes, including enhanced multi-invoice entry.
• Invoice numbers when using the multi invoice entry form (community discussion): Why you cannot type invoice numbers on this form, and the feature request for it.