This article describes how the mass invoicing feature in Next works and how it is used to efficiently create large quantities of invoices at once, for example for agreements, rentals, and subscriptions. The reader is walked through the entire flow — from activating the feature and configuring invoice templates to how templates are linked to work orders and how mass invoices are created.

In Next, there is a feature for mass invoicing — perfect for, for example, agreements, rentals, and subscriptions. The feature is activated through support and makes it easy to create large quantities of invoices at once.

Would you like to watch a recording on how to work with mass invoicing? You can find it at the bottom of this page.

What is mass invoicing?

With mass invoicing, you can set up rule sets in the form of so-called invoice templates. In the templates, you decide what should be included when invoicing — for example, order lines, markings, and similar items. You can create several different templates and customize them to suit your needs.

You then link the template to a work order, and when you invoice, all the conditions you have set up in the invoice template are automatically activated. Below you will find a walkthrough of how to work with the feature.

Flow

Create invoice templates → Apply template to work order → Verify data → Create mass invoice.

Activate the feature

The feature is activated through Next Support: support@next-tech.com or 013-470 40 13.

Set up invoice templates

When mass invoicing is activated, you configure it via Administration – Economy – Invoice template.

The Invoice template page shows filter options for project, work order, and customer type.

Invoicing options — note the settings for tax reduction and attachments.

1. Start by creating a new template — this is the basic prerequisite that you then link to a work order.
2. Set conditions for how the invoice should look, starting with invoice options.
   Here you tailor exactly what information should be included on the invoice and which statuses the template should be applied to. In the example above, only projects with the status In Progress or Internal Rental are included in mass invoicing.
   Also set which WO statuses, compensation types, and customer types should be covered.
   You can also specify how the invoice should be grouped.
3. In the next section, Supplier invoices, you choose whether and how you want supplier invoices linked to a work order to appear on the invoice.
4. Posted hours can also be included — choose how these should be displayed on the invoice in this field.
5. Order lines — this is likely the most common part to invoice via mass invoice. Here you choose how the order lines should be compiled on the invoice.
6. Tax reduction — specify whether the invoice template applies to tax reduction and what type of work it concerns.
7. Attachments — you can include attachments and select here which types should be included.
8. In the last section, you fine-tune the template according to your preferences. You can also write your own invoice text.

Link template to work order

The Work Order tab shows a list and order lines — note the status and financial status fields.

In the Work Order tab, you link an invoice template to a work order. Start by displaying the Invoice template column and then select the template to be linked to the current order.

How do I prepare the data for the invoice?

Everything on the work order can be invoiced. Keep the following in mind — it works just like a regular invoice, but the advantage is that you can invoice several different work orders from several different projects at once:

1. If you are mass invoicing and, for example, monthly invoicing order lines for subscriptions or agreements, each order line must have a Completed date. When you create a mass invoice, you select a period, and it is ONLY the order lines that have a completed date within that period that are included on the invoice. The same applies to hours and supplier invoices — there it is the Posted date that determines whether the cost should be included in the invoice.
2. The line must be billable and have a completed quantity of at least 1.
3. Already invoiced lines are not included.

Tip!

If you are, for example, invoicing agreements as order lines, it is convenient to copy a created order line. You can even copy an order line and set a future completed date, and in this way prepare all invoices for the entire year. In the example above, a line is prepared for 2025-12-31, but you can copy the same line multiple times with, for example, 2026-01-31, 2026-02-28, and so on.

The Order Lines tab shows lines where the Billable and Invoiced columns may differ.

Create the invoice

Once you have linked the invoice template to a work order and entered the data to be invoiced, it is time to create the invoices.

The Mass invoicing page — note the invoice lines and available invoice tabs.

1. Go to the project from which you want to create the invoice. The tip is to have a shared project for mass invoicing from which all invoices are created. The revenue is then posted to the correct work order in Next, but the actual invoice is always created from a project and gathers all the underlying data to create separate invoices for them.
   It does not really matter which project you are in for mass invoicing to work, but the tip is still to have one or more shared projects from which you manage invoicing.
2. Go to the Invoice tab in Next and click on Mass invoicing.
3. A new dialog box opens where you click + to create a new mass invoice.
4. Select which template you want to invoice with.
5. Select the period — this is very important and determines what is included in the invoice. If you omit dates, EVERYTHING will be included regardless of date. If you miss the end date, everything from the start date and onward will be included. Therefore, ALWAYS select both a start date and an end date.
6. You can now create the invoice.

Recording – Mass invoicing in Next