How to Generate Bulk Invoices in Yao

Link to Video Training Guide: https://youtu.be/eKgO0E8qHd4

Accounting › Invoices › Bulk Invoicing

This guide shows how to generate draft invoices in bulk for several matters at once, using each matter's unbilled work in progress (WIP), from the Bulk Invoicing tab in Yao.

Where to find this

Dashboard › Accounting › Invoices › Bulk Invoicing

Steps

1. From the left-hand navigation menu, click Accounting.

2. On the Accounting page, click the Invoices tab. This sits in the sub-navigation bar alongside Statements, Bank Reconciliation, Payment Notification, Posting, Anticipated Disbursements, Payments, Receipts, Regulatory, External and Audit.

3. On the Invoices page, click the Bulk Invoicing tab (next to List and Credit Control).

The Bulk Invoicing tab, next to List and Credit Control.

4. The Bulk Invoicing tab loads a list of matters that have unbilled time and disbursements (work in progress). In the video this showed a Total WIP Value (Filter) of £36,765.80 across 61 matters. Each row lists the Matter, Department, Type, Lawyer, Client, Time Entries, WIP Value and Existing Draft Invoices.

The Bulk Invoicing list, with the Generate Invoices button greyed out until a matter is selected.

5. If you have a large list of matters, you can narrow it down first using the Search matters box, or the Department, Matter Type, and Responsible Lawyer dropdown filters shown above the list, before selecting matters to invoice.

Note: These filter controls were not exercised in the video, so the exact filtering behaviour is not demonstrated here — only that the controls are present and available on this screen.

6. Tick the checkbox next to each matter you want to include in this invoice run. You can also use the checkbox in the table header to select or deselect all visible matters at once. As you select matters, the Selected WIP Value and matter count at the top right of the list update to match your selection. In the video, four matters were selected — 271 - Inheritance and Trust Advice, 285 - Purchase of 81a Victoria Road, 286 - Advice on Housing, and 287 - Sale of the Cave — giving a Selected WIP Value of £2,810.00.

Four matters selected, with the Selected WIP Value and matter count updated and Generate Invoices now active.

7. Once at least one matter is selected, the Generate Invoices button (top right of the list) becomes active. Click Generate Invoices.

8. A Confirm Bulk Invoice Generation dialog opens, showing the number of selected matters and the Total WIP Value, and asking “Do you want to proceed?” Click Confirm & Generate to continue.

The Confirm Bulk Invoice Generation dialog.

Note: Clicking Cancel on this dialog was not demonstrated in the video, so its result is not covered here.

9. A green confirmation message appears: “Bulk invoice generation queued successfully. X matters will be processed.” This confirms the request has been submitted.

The confirmation message shown after clicking Confirm & Generate.

Result

The bulk invoice generation request for the selected matters is queued for processing. The video ends at this confirmation message, so this guide does not describe what happens next.