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7.7. Creating invoices in bulk in RubiCRM before syncing to Xero
Before syncing invoices to Xero, you must first create them in RubiCRM. Bulk invoice creation allows you to process multiple items in one action, saving time and ensuring consistency.
Invoices can be created in two places:
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Primary Records Accounting page
In this guide, we’ll use the Main Menu → Accounts → Accounts Admin page.
Step 1: Select Items for Bulk Invoicing
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Locate the Items To Process section. This lists all available line items, including:
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Bookings
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Sale Pipelines (e.g., Memberships, Sponsorships)
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Export Documents
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Use the tick boxes to select the items you want to invoice, or the generic tick box to select everything.
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Tip: Use the Category filter to process one type of item at a time. Remove the grouping and filter appropriately.
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Click Bulk Process (
).
Step 2: Configure Bulk Invoice Settings
In the pop-up window, confirm your selections and assign values for all invoices in the batch:
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Invoice Date: This will appear on all invoices and becomes the official invoice date.
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Email Cover – The email template sent to the client (e.g., “Please find attached your invoice”).
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Default: Email Cover – Invoice
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Alternatives: Email Cover – Membership Join, Email Cover – Membership Renewal, Email Cover – Export Docs
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Inv Template – The template used to generate the PDF invoice.
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Default: Invoice Template – Standard
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Alternatives: Invoice Template – Membership, Invoice Template – Export Docs
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Payment Type: Recommended to select Invoice.
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Accounts Status: Recommended to select To Invoice.
For Proforma invoices, select Payment Type → Proforma if available. Further customisation or integration may be required.
Step 3: Submit Bulk Invoices
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Click Submit to process all selected items.
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Invoices will now be Added to Queue for processing to Xero.
Step 4: Sync to Xero
Once invoices are in the queue, they are ready to sync to Xero. Proceed to the guide on syncing invoices.
Quick Guide
