Multi-Site Invoices Overview and FAQs

As your customers expand and operate across multiple locations, the task of managing their invoices becomes increasingly complex.

To address this challenge, businesses need the ability to combine multiple sites onto a single invoice to help streamline invoicing and improve overall efficiency. This is particularly important for municipalities and large events that require invoicing for multiple sites or vendors.

ServiceCore offers a straightforward process to create a multi-site invoice that doesn't require any major changes to your existing invoice workflow. All it involves is grouping individual invoices from different locations into a single multi-site invoice.

Before You Start

Here are some things you should know before you continue:

• To see if you have access to this feature in ServiceCore, please check out this article on user permission levels.
• Individual invoices can only be included in one multi-site invoice at a time.
• There's no limit to how many individual invoices you can add to a multi-site invoice.
• You cannot compile multiple customers' invoices together into one multi-site invoice. Individual invoices must be associated with the same customer in order to be combined into one multi-site invoice.
• The Due Date must be the same on all the individual invoices you want to add to a multi-site invoice.
• Once an individual invoice is added to a multi-site invoice, it cannot be edited.
  • You'll have to remove it from the multi-site invoice in order to edit it. You can then re-add it to the multi-site invoice before sending it to a customer for payment.
• Make sure all of the individual invoices you're adding to the multi-site invoice are ready for invoicing.
• Multi-site invoices for long-term rentals can be automatically created from recurring invoices "templates" during the batch billing process. Click here for more information on batch billing with multi-site invoices.

Create a Multi-Site Invoice

A "multi-site" invoice is essentially a compilation of multiple individual invoices into one main invoice that can be sent to your customer for payment.

This is very helpful when a customer has multiple rentals in progress at the same time and you/they don't want to track multiple individual invoices. 

After a certain number of rentals/invoices, payments and reporting can get messy and time-consuming for both of you. 

There are 2 ways to create a multi-site invoice:

1. From a customer's profile under the Accounting section that automatically fills in the main details.
   
   
2. From anywhere in your account using the + button to start from a blank multi-site invoice page.
   
   

TIP: We suggest using the first option because all of the relevant customer information will automatically appear on the multi-site invoice page, making your workflow faster. 

To create a multi-site invoice, watch the video above or follow the below instructions:

1. Click on "Create Multi-Site Invoice" from the dropdown menu. (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Confirm that the Billing Address is accurate and change it, if needed.
   
   TIP: The customer's main address will appear by default in this section if it's been added to their customer profile.
   
   
    
4. Using the checkboxes, select the customer's individual invoices that should be compiled into a single multi-site invoice from the list of open invoices that haven't been paid yet.
   
   TIP: Because all the individual invoices need to have the same Due Date, we suggest using the Due Date filter at the top of the list to quickly narrow the list down to invoices that share the same due date.
   
   
5. Add any necessary notes to the multi-site invoice for you/your team and/or your customer.
6. Add any related attachments to the multi-site invoice for your customer to review.
   
   Please Note: Each attachment must be less than 6MB. To learn more about attachments, click here.
7. Select how you'd like to notify the customer about their multi-site invoice.
   
   Please Note: If 'Email' is selected as the Preferred Communication, a notification will be sent to the email address in the Email field at the top of the multi-site invoice page. If 'Print' is selected, you'll receive an email with a PDF that you can print and send to the customer.
8. If the associated customer has a default payment method saved in their profile, Online Payment will be checked by default. 
   
   Please Note: If you uncheck the box, the customer won't be able to pay this multi-site invoice online.
9. Click "View Invoice" to save and view the multi-site invoice.
   
   

You'll now see that multi-site invoice in the customer's profile and in your main Accounting section.

If you choose to print the multi-site invoice, the PDF will have a breakdown of each individual invoice. 

If there's more than one individual invoice for a particular site, they will be grouped together.

Edit a Multi-Site Invoice

There are 3 ways to edit a multi-site invoice:

1. From the main Accounting section in the Invoices tab.
   
   
2. From a customer's profile under the Accounting section.
   
   
3. From inside the multi-invoice at the top.
   
   
4. From inside the multi-invoice at the bottom.
   
   

All you have to do is click on one of the "Edit Invoice" options shown in the screenshots above and make your changes before clicking "Save".

Delete a Multi-Site Invoice

If you need to delete a multi-site invoice, just follow the below instructions:

1. Open the multi-site invoice you want to delete.
2. Scroll to the bottom and click "Delete Multi-Site Invoice".
   
   
3. Click "Delete Forever" in the prompt that appears.
   
   

Manually Apply Payments to a Multi-Site Invoice

There are 4 ways to manually record a payment on a multi-site invoice:

1. From inside the multi-site invoice at the top that automatically fills in the main details.
   
   
2. From the main Accounting section tied to the multi-site invoice that automatically fills in the main details.
   
   
3. From a customer's profile under the Accounting section tied to the multi-site invoice that automatically fills in the main details.
   
   
4. From anywhere in your account using the + button to start from a blank payment page.
   
   

TIP: We strongly suggest using one of the first three options because all of the relevant multi-site invoice information will automatically appear on the payment page, making your workflow faster. 

Record a Cash Payment

If a customer pays their multi-site invoice with cash, follow the below instructions:

1. Click on "Record Payment". (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Record Manual Payment' option in the Payment Method field.
4. Select the 'Cash' option in the Payment Type field.
5. Confirm that the box next to the multi-site invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple multi-site invoices at once.
6. If the customer can only pay part of a multi-site invoice's open balance, adjust the number in the Invoice Payment field as needed.
7. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected multi-site invoices.
   
   TIP: In the screenshot below, the amount should be $330 because only one multi-site invoice is selected. If all three multi-site invoices were selected, the amount should be $990. 
   
   
   You can also select which individual invoices in a multi-site invoice get paid and how much of the customer's payment is applied to each invoice by adjusting the Invoice Payment fields across from each invoice. 
   
   
8. Add any necessary notes regarding this payment.
9. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue multi-site invoice.
   
   Please Note: The confirmation email will be sent to the email address at the top of the payment page.
10. Click "View Payment" to save the payment record.
    
    

If a full payment was applied to the multi-site invoice, all of its individual invoices will now show as Paid along with the multi-site invoice itself.

If a partial payment was applied to the multi-site invoice, any partially paid individual invoices will still show as Unpaid/Overdue along with the multi-site invoice itself.

Record a Check Payment

If a customer pays their multi-site invoice with a check, follow the below instructions:

1. Click on "Record Payment". (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Record Manual Payment' option in the Payment Method field.
4. Select the 'Check' option in the Payment Type field.
5. Add the check's reference number to keep your accounting records organized.
6. Confirm that the box next to the multi-site invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple multi-site invoices at once.
7. If the customer can only pay part of a multi-site invoice's open balance, adjust the number in the Invoice Payment field as needed.
8. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected multi-site invoices.
   
   TIP: In the screenshot below, the amount should be $330 because only one multi-site invoice is selected. If all three multi-site invoices were selected, the amount should be $990. 
   
   
9. Add any necessary notes regarding this payment.
10. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue multi-site invoice.
    
    Please Note: The confirmation email will be sent to the email address at the top of the payment page.
11. Click "View Payment" to save the payment record.
    
    

If a full payment was applied to the multi-site invoice, all of its individual invoices will now show as Paid along with the multi-site invoice itself.

If a partial payment was applied to the multi-site invoice, any partially paid individual invoices will still show as Unpaid/Overdue along with the multi-site invoice itself.

Record an Other Payment

While cash and check are the most popular physical payment methods, your business may allow customers to pay their multi-site invoices with a money order, PayPal transaction, Venmo/Cash App/Zelle/etc... transfer, or another type of method.

If a customer pays their multi-site invoice with something other than cash or check, follow the below instructions:

1. Click on "Record Payment". (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Record Manual Payment' option in the Payment Method field.
4. Select the 'Other' option in the Payment Type field.
   
   TIP: If the payment is a money order, we suggest adding the tracking/serial number in the Reference Number field to keep your accounting records organized.
5. Confirm that the box next to the multi-site invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple multi-site invoices at once.
6. If the customer can only pay part of a multi-site invoice's open balance, adjust the number in the Invoice Payment field as needed.
7. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected multi-site invoices.
   
   TIP: In the screenshot below, the amount should be $330 because only one multi-site invoice is selected. If all three multi-site invoices were selected, the amount should be $990. 
   
   
8. Add any necessary notes regarding this payment.
   
   TIP: We suggest adding the payment method used to the Internal Memo field so it's easy to remember how the customer paid when you're reviewing payments in the future.
9. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue invoice.
   
   Please Note: The confirmation email will be sent to the email address at the top of the payment page.
10. Click "View Payment" to save the payment record.
    
    

If a full payment was applied to the multi-site invoice, all of its individual invoices will now show as Paid along with the multi-site invoice itself.

If a partial payment was applied to the multi-site invoice, any partially paid individual invoices will still show as Unpaid/Overdue along with the multi-site invoice itself.

Record a Credit/Debit Card Payment

If you're signed up for ServiceCore Pay, customers will be able to pay online using a credit/debit card without you needing to manually record anything.

If you are not currently signed up for ServiceCore Pay, you can still technically accept credit/debit card payments outside of ServiceCore using a card reader device. 

If a customer pays their multi-site invoice with a credit/debit card outside of ServiceCore, follow the below instructions:

1. Click on "Record Payment". (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Record Manual Payment' option in the Payment Method field.
4. Select the 'Credit / Debit' option in the Payment Type field.
5. Select the correct type of card in the Card Type field.
6. Confirm that the box next to the multi-site invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple multi-site invoices at once.
7. If the customer can only pay part of a multi-site invoice's open balance, adjust the number in the Invoice Payment field as needed.
8. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected multi-site invoices.
   
   TIP: In the screenshot below, the amount should be $330 because only one multi-site invoice is selected. If all three multi-site invoices were selected, the amount should be $990.
   
   
9. Add any necessary notes regarding this payment.
10. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue invoice.
    
    Please Note: The confirmation email will be sent to the email address at the top of the payment page.
11. Click "View Payment" to save the payment record.
    
    

If a full payment was applied to the multi-site invoice, all of its individual invoices will now show as Paid along with the multi-site invoice itself.

If a partial payment was applied to the multi-site invoice, any partially paid individual invoices will still show as Unpaid/Overdue along with the multi-site invoice itself.

Record an ACH Payment

If you're signed up for ServiceCore Pay, customers will be able to pay online using an ACH transfer without you needing to manually record anything.

If you are not currently signed up for ServiceCore Pay, you can still technically accept an ACH payment outside of ServiceCore between you and your customer's financial institutions.

If a customer pays their multi-site invoice with an ACH transfer outside of ServiceCore, follow the below instructions:

1. Click on "Record Payment". (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. Select the 'Record Manual Payment' option in the Payment Method field.
4. Select the 'ACH / EFT' option in the Payment Type field.
5. Confirm that the box next to the invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple invoices at once.
6. If the customer can only pay part of an invoice's open balance, adjust the number in the Invoice Payment field as needed.
7. Enter the full payment amount in the Amount field. Make sure it's the total sum of all the Invoice Payment fields for all selected invoices.
   
   TIP: In the screenshot below, the amount should be $330 because only one multi-site invoice is selected. If all three multi-site invoices were selected, the amount should be $990.
   
   
8. Add any necessary notes regarding this payment.
9. Check 'Send Payment Receipt Email to Customer' If you want the customer to receive confirmation that their payment has been applied to their Unpaid/Overdue invoice.
   
   Please Note: The confirmation email will be sent to the email address at the top of the payment page.
10. Click "View Payment" (or one of the other options) to save the payment record and close the invoice.
    
    

If a full payment was applied to the multi-site invoice, all of its individual invoices will now show as Paid along with the multi-site invoice itself.

If a partial payment was applied to the multi-site invoice, any partially paid individual invoices will still show as Unpaid/Overdue along with the multi-site invoice itself.

Apply a Credit Memo as Payment

If a customer has an unapplied previous payment and/or a credit memo in their profile, you can apply that as full or partial payment on a multi-site invoice.

Please Note: The application of a credit memo on a multi-site invoice as payment DOESN'T sync to QBO/QBD. You'll need to manually apply the credit memo to its associated invoice(s) in QBO/QBD. 

To apply a credit memo as payment, just follow the below instructions:

1. Click on "Record Payment". (See above screenshots.)
2. Review the auto-filled fields at the top to see if anything needs to be adjusted.
   
   
3. ServiceCore will detect that the customer associated with the multi-site invoice has available credits to apply, and the Payment Method field will default to 'Account Credit'.
   
   TIP: If for some reason the Payment Method field doesn't default to 'Account Credit', you'll need to select that from the drop-down menu.
4. If the customer associated with the multi-site invoice has more than one credits available, select the one you want to apply.
5. Confirm that the box next to the multi-site invoice you need to record a payment for is checked.
   
   TIP: You can select more than one to record payment for multiple multi-site invoices at once.
6. If the customer can only pay part of a multi-site invoice's open balance, adjust the number in the Invoice Payment field as needed.
   
   TIP: In the screenshot below, the full $500 credit being used to fully pay off 3 one time invoices and partially pay on a 4th one time invoice.
   
   
7. Add notes, if needed, and then click "View Payment" to record the credit as the customer's payment.
   
   

TIP: If you check the Send Payment Receipt Email to Customer box, a notification will be sent to the customer's email address at the top of the page.

 Don't forget to connect the credit memo to its associated invoice(s) in QBO/QBD. 

How Your Customers Pay Multi-Site Invoices Online

If you're using ServiceCore Pay to accept online payments from your customers, they can easily access a secure payment page online to enter their card or bank details and pay their open multi-site invoice(s).

If you're on ServiceCore's Pro Plan, your customers also have access to an online portal where they can pay their open multi-site invoice(s) as well as save their payment method(s) for future use. Please click here to learn more.

There are two ways that your customers can access the secure online payment page:

1. By entering the URL and Customer ID listed on the PDF version of their invoice.
   
   
2. By clicking the "Pay Now" button in the emailed version of their invoice.
   
   

Both the button and the URL lead to the same secure payment page. 

Payment Amount: Customers can adjust the amount that they will pay on this open multi-site invoice to be lower than the total owed amount, but not higher. Partial payments will be applied to the individual invoices in the order they're listed.

Payment Method: Customers can choose between using a credit/debit card or a bank account to pay the multi-site invoice.  

Send Receipt To: Your customer can enter their email address here to receive confirmation of their payment after they click the "Pay" button. If your customer does not enter an email address, they won't receive a confirmation email unless you send them a receipt later.

Once they click the "Pay" button at the bottom, their preferred payment method will be charged and the multi-site invoice will display the Paid status in your ServiceCore account if the customer paid the full amount.

Generate Multi-Site Statements

Statements in ServiceCore are an easy way to send your customers a summary of their invoices in the Unpaid, Overdue, and Paid statuses. You can also include a summary of any unapplied payments or credit memos the customer may have available.

To send a statement that includes a customer's multi-site invoices, watch the above .gif or follow the below instructions:

1.  In the customer's profile, click into the "Accounting" section.
2. Click into "Invoices".
3. Click into "Multi-Site Invoices".
4. Use the checkboxes to select the multi-site invoices you want to include on the statement.
5. Click on "Invoice Statement" and select either 'Email' or 'Print' depending on how you want send it to the customer. 
   
   

The statement PDF will group each multi-site invoice by their associated billing group for an organized look and feel. 

Please Note: If a multi-site invoice is not associated with a billing group, it'll appear in the "N/A (No Billing Group)" section of the statement PDF. 

Frequently Asked Questions (FAQs)

These FAQs address common questions and quick clarifications to help you use this feature with confidence.

Why Can't I Edit an Invoice?

You won't be able to edit one time invoices if they're included on a multi-site invoice. 

Check to see if the invoice is a part of a multi-site invoice by looking under the Customer Information section at the top.

If there's a Multi-Site Invoice section, you’ll need to remove the one time invoice from the multi-site invoice in order to make edits.

You can then re-add the one time invoice back to its original multi-site invoice.

Why Can’t I See All of a Customer's Invoices Once I Choose a Due Date On the Multi-Site Invoice?

The invoice due dates must be the same in order to add them to a multi-site invoice. Please create a one-time invoice to catch up the billing so that they’re on the same schedule.

Double check that the invoice you’re looking for isn’t already on a multi-site invoice. You can only add the invoice to one multi-site invoice at a time.

How Many Invoices Can I Add to a Multi-Site Invoice?

ServiceCore limits the number of invoices that can be added to a multi-site invoice to 250. At which point, you’ll need to create an additional multi-site invoice.

What Happens If a Customer's Card Is Declined?

If a customer's card is declined, they'll be notified immediately on-screen that the payment has been declined and why. 

If you have any questions, please reach out to our Support team through the chat widget on the bottom of this page or by sending an email to support@servicecore.com!