Batching

There are several types of batching in EzzyBills.

1. Email approval batching (to reduce the number of approval get sent out) (see page: Approval Email Batching)
2. Invoice batching (to combine multiple invoices into one)

Email approval batch

Automatic Email Approval Batching:

You can set up an approval rule to enable approval batching, in order to reduce the number of approval emails to sent out. See details on how to use Approval Email Batching.

Manually Select Multiple Invoices for Email Approval:

In the new UI, in the Dashboard, if you select multiple invoices and click the “Email Approve” button to assign and send out for approval, then this is relevant to you.

If you want the approval to be sent in a single email, you need to enable email batching (otherwise multiple email requests will be sent): go to “Workflows“, then edit the workflow, click the setting for the “Submit Approval #” task, and enable the setting “Enable the batching of approval email” as shown on the Screenshot (by entering “yes”, and then click “Save”).

Invoice Batching

The use cases are

• Employee expense claims: to combine all receipts in one claim period (batch period, such as 1 hour or 1 day) into one bill. This one bill will be created in your accounting software by EzzyBills.
• Supplier bills: to combine multiple bills from the same supplier into one bill. if you have too many bills from one supplier, such as 30 a month, and you only need to pay them once a month, this option may be suitable for you.

How to set up an invoice batching workflow

• Duplicate an existing workflow in your account.
• Edit this new workflow:
  • rename to a short name like “batch invoice”, or “batch approval”
  • search/find the task “Batch Invoices” from the task list, and drag into the workflow and drop it just under the “Extract” task, and click “Save”. (this “Save” button is not on this screenshot below).
  • click the setting icon for the task “Batch Invoices” (or double click the task) to edit. Choose the desired “Batch Frequency”. Click “Save) (this “Save” button is on this screenshot below).

In the main page for the “Workflows”, You have the option to set this new workflow as the “active” one, or use it as an additional non-active workflow.