Batches: How to Group and Manage Invoices in Diamond Operations Pro

What a batch is

A "batch" is a group of selected invoices handled together.

It can be used to review, send, or process several invoices under the same group, especially when they belong to the same client or are part of the same billing process.

A batch does not replace individual invoices. Each invoice keeps its own details, but the batch allows them to be viewed together for easier tracking.

What the "Batches" module is used for

The "Batches" module helps organize related invoices and track them from a grouped view.

From this module, you can:

• Administrators.
• Billing staff.
• Finance staff.
• Owners.
• Users responsible for reviewing grouped invoices.
• Users authorized to send or process charges.

Because batches may include several invoices and financial amounts, access should be limited to authorized users.

When to use "Batches"

Use this module when you need to manage several invoices as a group.

Common cases include:

• A client has several related invoices.
• A client has services across multiple properties.
• A group of invoices needs to be sent together.
• A grouped total needs to be reviewed.
• You need to check which invoices belong to a batch.
• You need to track a payment applied to several invoices.
• An invoice needs to be removed from a batch.
• A client asks about the details of an invoice included in a batch.

Information a batch may show

The batches screen may show general information about the group of invoices.

Common information:

Status
Indicates whether the batch is pending, sent, paid, or requires review, depending on the company’s workflow.

Batch number
Identifier used to search for or recognize the batch.

Client
Client associated with the group of invoices.

Date
Date related to the creation, sending, or processing of the batch, depending on configuration.

Amount
Value related to the included invoices.

Discounts
Reductions applied to invoices or to the group, if applicable.

Total to pay
Total amount the client must pay for the batch.

Paid amount
Amount paid toward the batch.

Card fee
Additional charge applied for card payments, if included in the configuration.

Service date
Date associated with the services included in the invoices.

Last sent date
Date when the batch was last sent to the client, if applicable.

Notes
Additional information useful for internal review or follow-up.

Important concepts

Batch
Group of invoices processed or reviewed together.

Batch number
Identifier of the batch.

Included invoice
Invoice that is part of the batch.

Total to pay
Total amount of the batch.

Paid amount
Amount paid toward the batch.

Card fee
Additional charge applied when applicable.

Remove from batch
Action used to remove an invoice from the batch, if permitted.

Main Batches screen

The main "Batches" screen shows batches created from selected invoices.

From this screen, depending on the user’s permissions, you can:

• Search batches by client, number, or date.
• Review the batch status.
• View client information.
• Check amounts and totals.
• Open batch details.
• Review included invoices.
• Send or process batches.
• Remove invoices from a batch, if applicable.
• Consult notes or related dates.

This view helps identify which batches are pending, sent, paid, or require review.

Before reviewing or processing a batch

Before sending or processing a batch, confirm that the information is correct.

Recommended questions:

• Does the batch belong to the correct client?
• Are the included invoices correct?
• Is any invoice missing?
• Is there an invoice that should not be in the batch?
• Does the total to pay match the included invoices?
• Are the discounts correct?
• Are there applied payments?
• Is there a card fee?
• Is the client’s email correct?
• Has the batch already been sent before?

Reviewing these points helps prevent billing errors and client confusion.

A complete review confirms that the batch correctly represents the invoices intended to be charged together.

Reviewing included invoices

Inside the batch details, review each included invoice.

Validate:

• Client.
• Invoice number.
• Charged services.
• Service dates.
• Amount of each invoice.
• Applied discounts.
• Recorded payments.
• Outstanding balance.
• Invoice status.

If the client asks about a specific invoice, open the batch, locate the included invoice, and review its individual details.

Sending or processing a batch

Sending or processing a batch means continuing the billing workflow using the invoice group.

To do so:

1. Confirm that the batch has the correct invoices.
2. Review the client’s email and information.
3. Validate the total to pay.
4. Review discounts, payments, and additional fees.
5. Use the available send or process action.
6. Wait for the system confirmation.
7. Verify that the status updates correctly.

Do not send a batch if it contains incorrect invoices or if the total does not match what is expected.

Removing an invoice from a batch

In some cases, an invoice may need to be removed from a batch.

This may happen when:

• The invoice was included by mistake
• The client requested a separate charge.
• An invoice needs to be corrected before being sent.
• The batch contains invoices that do not belong to the same process.
• The batch total does not match because of an incorrect invoice.

To remove an invoice:

1. Open the batch details.
2. Identify the invoice that should not be in the batch.
3. Use the action to remove it from the batch, if available.
4. Confirm the change.
5. Review that the totals update correctly.

Do not remove invoices without validating the impact on payments, statuses, or communications already sent to the client.

Relationship between batches, invoices, and payments

A batch groups invoices, but the invoices still keep their own details.

A common workflow may be:

1. Several invoices are created or selected.
2. They are grouped into a batch.
3. The grouped total is reviewed.
4. The batch is sent or processed.
5. The client pays fully or partially.
6. Payments, balances, or statuses are updated.
7. The included invoices can be reviewed individually if needed.

If a payment or total does not match, review both the batch and the individual invoices.

Best practices

To work with batches in an organized way:

• Group only related invoices.
• Review invoices before creating or sending the batch.
• Confirm the client before processing.
• Validate discounts and additional fees.
• Review the total to pay before sending.
• Confirm applied payments.
• Do not remove invoices without reviewing the impact.
• Use notes when there is a special situation.
• Review individual details if the client has questions.
• Limit access to authorized users.

Expected result

By the end, the user should be able to:

• Search batches by client, number, or date.
• Review which invoices are part of a batch.
• Confirm totals, discounts, fees, and payments.
• Send or process batches when appropriate.
• Remove invoices from a batch if needed and permitted.
• Answer client questions about included invoices.
• Understand the relationship between batches, invoices, and payments.
• Maintain a clear grouped billing process within Diamond Operations Pro.