Batch Generation

Batch generation produces many documents in one go — every open invoice for the month, or a statement for each customer who owes you. You pick the records, pick a template, and Missing Toolkit: Templates generates them in the background while you get on with something else.

Batch generation is part of the Advanced plan. Generating one document at a time is included on every plan.

Starting a run

Browse to any entity list — invoices, estimates, purchase orders, and so on
Tick the records you want
Click Generate together in the bar at the top of the list
Choose the template, the output format, and how you want the files delivered
Click Start run

The run is limited to 100 documents. If you have selected more than that, the bar tells you so and the button stays disabled until you narrow the selection.

Selecting more than one page

Ticking the checkbox in the table header selects everything on the current page. Where a list offers Select all matching, that reaches past the current page and selects every record your filters return, up to the limit of 100.

Filter first, then select. It is quicker than paging through, and it is the only way to be sure you have not missed a record on page four.

Customer statements

Statements are not tied to a single record, so they are generated from the customer list rather than from an entity detail page.

Go to Team > Integrations, click Browse Data, and choose Statements
Under Statement settings, choose the type — Open Item for everything still unpaid, or Balance Forward for the activity across a period — then set the dates and the template
Tick Only those with an open balance and click Search to narrow the list to customers who owe you something
Select the customers and click Generate together

The statement settings apply to every document in the run. That is deliberate: a month-end statement run uses one statement date for everybody.

To produce a single statement, click Generate on that customer's row instead. That works on any plan.

Output formats and delivery

Choose Word (.docx) or PDF for the documents themselves, then choose how they arrive:

A ZIP of separate files — one document per record, which is what you want if each one is going to a different person.
One merged PDF — every document in a single file, in the order they were generated. This is the one to print and post.
Both a ZIP and a merged PDF — available when the output format is PDF.

Merging is only possible for PDFs, so a Word run is always delivered as a ZIP.

While the run is going

The run continues whether or not you stay on the page — close the tab, and it keeps going. You can follow its progress at Batch runs in the sidebar, which shows each run with how many documents are done.

If a run takes longer than a minute, you are emailed when it finishes. Short runs do not send an email; you are still looking at the page when they complete.

Results

Each run ends in one of three states:

Completed — every document was generated.
Partial — some documents were generated and some failed. The ones that succeeded are still yours to download.
Failed — nothing was generated. The reason is shown against the run.

Open a run to see every document in it, and the reason against any that failed. A document usually fails for a reason particular to that one record — a placeholder the record cannot fill, or a record that has been deleted in QuickBooks since you selected it.

Where some failed, Retry failed re-runs just those documents and adds them to the same bundle. The ones that already succeeded are not generated again.

Downloads

Use Download all for the ZIP, or Merged PDF for the single file, from the run's page.

The bundled download is available for 7 days, after which it is removed and the run's page says so. The documents themselves are not deleted — every one appears in your Documents history and can be downloaded individually for as long as you keep it.

Running it every month

A run you start yourself covers the records you picked today. If the same run happens every month — statements on the first, for everyone who owes you — set it up once as a schedule instead. See Scheduled Runs.