Bulk invoice sending lets you select several invoices from the invoice list and send, update, or track them together instead of handling each one individually. Tribe checks every selected invoice against a set of validation rules, lets you resolve common issues on the spot, and sends the valid invoices in the background. This is particularly useful during busy billing cycles, when you need to send a high volume of invoices at once. By following this guide, you will learn how to select invoices, resolve validation issues, configure your send, and check the results in a batch report.
Table of Contents
What Does This Feature Do?
Why Or When Should You Use It?
Step-By-Step Instructions
How Invoice Status Changes By Scenario
Checking Batch Reports
Quick Summary
What Does This Feature Do?
When you select one or more invoices from the invoice list, a contextual action bar appears at the bottom of the screen with the actions available to you. Bulk sending checks every selected invoice against a set of validation rules, lets you resolve common issues, such as a missing document template, directly within the flow, sends the valid invoices in the background, and provides a report showing what happened to each invoice.
Note: The actions available in the action bar depend on your permissions.
Action | Who Can Use It |
Update Phase | All users |
Send Invoices | All users |
Bulk Changes | Admins only |
Note: An invoice with no product lines cannot be sent, whether individually or in bulk. When sending a single invoice, this is blocked with an explanatory message. During a bulk send, invoices without product lines are skipped and flagged during validation.
Why Or When Should You Use It?
Use bulk sending whenever you need to send several invoices in one go, rather than opening each one individually. This is particularly useful:
At the end of a billing cycle, when invoice volumes are high.
When you want to update the phase of several invoices at once without sending them, for example marking a batch as "Approved".
When you want a single, reviewable record of what was sent, what failed, and why.
Step-By-Step Instructions
Note: Before you start, your workspace needs at least one invoice email template and one invoice document template configured. If either is missing, Tribe blocks the flow and tells you what is needed before you continue.
Navigate to your invoice list view.
Select the invoices you want to send by ticking the checkboxes next to each one.
Click Send Invoices in the contextual action bar that appears at the bottom of the screen.
Review the pre-send validation. Tribe shows each invoice with a status:
Ready: the invoice will be sent.
Missing Requirements and Skipped: the invoice is missing a document template or a recipient email. Hover over the icon for the exact reason.
Blocked and Skipped: the invoice fails a hard rule, such as not being in the concept phase, having no customer number, having no product lines, or missing required fields. Hover over the icon for the exact reason.
(Optional) If any invoices are missing a document template, select one from the list directly in this modal and apply it to all affected invoices in one click. Validation reruns automatically.
Move to the Send Configuration step once you are happy with the list.
Choose an Email Template. The first template marked "Is standard" is pre-selected.
Choose a Sender Email Address, or use the template's default sender if one is set.
Click Send. You will see a confirmation that the batch is running in the background.
Did you know? Tribe automatically throttles bulk sends to protect email deliverability, so you do not need to configure anything for this.
How Invoice Status Changes By Scenario
When an Invoice Sends Successfully
Tribe sends the invoice by email, stores a copy of that email on the invoice record, and moves the invoice to the Sent phase.
When an Invoice Is Skipped
The invoice is left untouched and appears in the batch report as Skipped, with the reason recorded, for example no product lines or no recipient email.
When You Only Want to Update Status, Not Send
Select your invoices and choose Update Phase from the action bar instead of Send Invoices. Pick the new phase in the modal; it applies to every selected invoice. This action cannot be combined with sending in the same run.
Checking Batch Reports
Open the three-dot menu on the invoice list.
Select a batch from your last 10 batches, each shown with its date.
Open the report to see, per invoice: reference, name, relation, phase after processing, total, and status (Success, Failed, or Skipped).
Note: Only the 10 most recent batches are kept. If you need a record of an older batch, export or note the details before it rolls off the list.
Quick Summary
Bulk invoice sending replaces one-by-one sending with a select, validate, configure, and send flow, available to all users from the invoice list. Tribe checks templates and required fields upfront, lets you fix missing document templates inline, and throttles sending automatically. A batch report is always available so you can confirm what was sent, what failed, and what was skipped, and why.