Invoice Batches

In this chapter, you will learn what are invoice batches, and how to manage them in Good Sign. It explains how invoice batches are created each time an invoice schedule runs, how to review invoice statuses, how to identify issues, and how to manually send or roll back invoices. This chapter provides the necessary context to ensure that your batch-based invoicing process is transparent, controlled, and efficient. 

Required User Rights

To work with invoice batches in the Good Sign user interface, you need the following rights:

• 3680 Menu – Invoice Batches

• 3681 Menu – Invoice Batch Send

• 3682 Menu – Invoice Batch Rollback

What Are Invoice Batches?

From a user perspective, an Invoice Batch is the collection of invoices generated during a single invoice schedule run or during a manual invoice creation event.

A batch may contain 1 to N invoices, and it is uniquely identified by a Batch ID (invoice_id). Each invoice inside the batch has its own Document ID (iheader_id).

Batches allow you to:

• Review all invoices from the same run
• Understand their delivery status
• Identify invoices requiring manual checks
• Send invoices in bulk
• Roll back an entire batch (when allowed – see consultant notes below)

The batch functionality contains:

• ✔ All invoices produced in the same schedule run
• ✔ Their status (New, Manual Approval Required, Failed, Sent, Delivered)
• ✔ Summary totals (sent, unsent, manual checks, failed)
• ✔ Links to invoice‑level details
• ✔ Tools for sending and rollback (if available) (Consultant Note: Rollback availability depends on invoice statuses and environment settings.)

Figure 1: Invoice Batch handling

Terminology used in the system:

• Batch ID [technical: invoice_id] → batch identifier
• Document ID [technical: iheader_id] → individual invoice identifiers inside the batch 

This model provides transparency over the entire invoicing run, especially in high-volume billing operations.

Using the Invoice Batches dashboard

Grid

Navigate to: Billing → Invoice Batches
(Note: in New navigation, Organizations → Invoices → Invoice Batches)

Figure 2: Invoice Batch dashboard

Here you see a grid showing all batches, including:

• Total invoices in the batch
• Number of unsent invoices
• Number of invoices pending manual check
• Delivery statuses (delivered, failed)
• Batch creation and processing timestamps

Click the ID column (Batch ID) to open the batch’s details.
(Note: The column is labelled “ID” in UI, but it represents Batch ID.)

Batch Details (management window)

Figure 3: Invoice Batch management window

This management window shows all invoices inside the batch, including their Document IDs and delivery statuses.

From here you can:

• Review invoice statuses
• Identify Manual Approval Required invoices
• Send the unsent invoices
• Perform Rollback (if allowed)

(Consultant Note: Rollback appears only if none of the invoices in this batch have been sent.)

Pending Manual Check

An invoice can appear as Manual Approval Required for these reasons:

1. Organizational Approval Process is enabled
   When the setting INVOICING_USE_APPROVAL_PROCESS = 1, invoices automatically receive the Manual Approval Required status after creation.
2. The Invoice Consistency Check stops the invoice
   This happens when abnormal amounts or rule conflicts are detected.
3. The schedule is set to On Hold
   In this case invoices remain in New status until manually handled and sent.

The exact reason always appears inside Edit Invoice.

Figure 4: Edit Invoice

For more information about the consistency check and its usage check Invoice Consistency Check.

Sending Invoices

Sending a batch only sends invoices that are unsent.

• Invoices in New or Manual Approval Required will be sent.
• Invoices already Sent or Delivered remain unchanged.

A confirmation window shows delivery results for each document.

 

Figure 5: Chat window confirmation

Rolling Back Invoices (Remove Batch) 

Rollback removes the entire batch, but it is only available when none of the invoices have been sent.

When allowed, Rollback will:

• Delete all closed, unsent invoices in the batch
• Release all collected charges (tickets) back to Invoice Preparation
• Remove the Batch ID
• Allow corrections to be made before regenerating invoices

When rollback is not allowed

If even one invoice in the batch is Sent or Delivered:

• Rollback is hidden or disabled
• Remaining unsent invoices must be removed manually

How to remove invoices manually (when rollback is unavailable)

A) For small batches:
Open each invoice → Edit Invoice → Remove

• Releases tickets
• Deletes the invoice

B) For large batches:

1. Go to Invoice Preparation
2. Filter by Batch ID
3. Select all unsent invoices
4. Right-click → Release Tickets
5. Then → Delete Invoice

Consultant Notes (Good Sign Internal Use)

This section contains details primarily relevant to Good Sign consultants and advanced customer key users.

• Rollback availability depends on environment configuration. The Rollback / Remove Batch function is only visible when all invoices in the batch are unsent. Environment‑specific settings may further restrict its usage.
• Manual Approval Required is controlled at the organization level. When the setting INVOICING_USE_APPROVAL_PROCESS is enabled, invoices created by schedules automatically receive the Manual Approval Required status.
• Ticket release actions impact invoicing logic. Using Release Tickets frees charges back into Invoice Preparation, even for previously sent invoices if selected incorrectly. Exercise caution when bulk‑selecting invoices.
• Batch and document IDs refer to underlying technical identifiers.
  • Batch ID = invoice_id (one per schedule run or manual creation event)
  • Document ID = iheader_id (unique per invoice)
• Consistency Check rules may vary between environments. Different configurations or custom business rules can influence why invoices enter Manual Approval Required or Failed states.
• Bulk removals should be handled carefully. For large batches, always verify filters before releasing tickets or deleting invoices to avoid unintended financial impacts.