Many of us like to combine multiple tasks into one job. Like printing.
If you are familiar with QuickBooks desktop, you know it’s easy to print in batches. With the form on the screen, invoice, check, or other, just use the Print Later selection. When you save the transaction, it is placed in a queue to be printed later with any other like transactions you have similarly saved.
It’s easy to accomplish this in QuickBooks Online (QBO) as well, you just may not be aware of the screen options.
With an invoice, it’s pretty straightforward. When you click on the Print or Preview button, one of the options on the popup menu is to Print later. This option is the same on Sales Receipts.
When it’s time to print, you can print all the invoices and sales receipts in one batch.
On the left-hand blue panel, choose Transactions, then Sales. The list of sales transactions can be filtered by various criteria. One of those is if they are marked to be printed later.
Click on the Filter button and you will see the options as they are displayed in the screenshot above. Hit the dropdown arrow under Delivery Method. Select Print Later from the list. Click on Apply.
Now your list of sales transactions is filtered to only include those that are waiting to be printed. Select the checkbox in the column header at the left edge of the register of transactions. This will mark all the items in the list, which is (since it has been filtered) the list of all sales transactions waiting to print.
The last step is to choose Print Transactions from the Batch Actions button.
A recent improvement to this is that it is now available on recurring invoices as well. So, if you create a recurring invoice marked Print Later, QBO will create it at the appropriate time with that designation. The next time you print a batch of invoices, it will be on that list.
Hector Garcia, CPA
Certified Advanced QuickBooks ProAdvisor
7791 NW 46th St. Suite 109
Doral, FL 33166
954-414-1524
hector@garciacpa.com
