Bulk Actions in System Lists

Instead of running the same action on each record separately, you can select several records in any system list and run the action on all of them at once, such as deleting several invoices, printing them in one PDF file, sending them to clients, or exporting them. This guide explains how to select records, the bulk actions available in each list, the maximum limit for each action, and what happens if an action can’t be run on some records.

Selecting records

1. Open the list you need, such as Manage Invoices, and use search and filters to show only the records you want.
2. Select records using the checkbox next to each record.
3. Or click the arrow next to the select box at the top of the list and choose:

Option	What it selects
All (Current Page)	All records shown on the current page only.
All Filtered (All Pages)	All records matching the current filters on every page, not just the page shown.
None	Clears the selection.

After you select, the number of selected records appears next to the Actions button. After choosing All Filtered (All Pages), you can clear a specific record so it’s excluded from the action.

Running a bulk action

1. After selecting, click Actions and choose the action.
2. Confirm in the message Do you want to continue with this action?
3. For bulk delete and update, a progress page shows the completion percentage and the result for each record: Successful or Failed. Keep the page open until it finishes, then click Close.

Actions available in each list

List	Bulk actions
Sales invoices	Delete, Issue Invoices (for drafts), Email to Client, Mark as Paid, Print PDF, Export, Send SMS (when SMS is enabled), Change Follow Up Status (when invoice statuses are enabled), and sending invoices to e-invoicing depending on the country
Estimates	Delete, Print PDF, Export
Refund Receipts and Credit Notes	Delete, Print PDF, Export, and sending to e-invoicing
Sales Orders	Delete, Print PDF, Export
Purchase Invoices, their refunds and debit notes	Delete, Print PDF, Export
Clients	Delete, Suspend, Unsuspend, Send Email, Send SMS, Download PDF, Change Category, Assign to staff members, Change Status
Suppliers	Delete
Products & Services	Delete, Activate, Deactivate, Suspend, Print PDF, Update Profit Margin (when advanced pricing is enabled), Export
Journal Entries	Print PDF, Export to Excel, Delete, Issue
Expenses and Incomes	Delete, Change Category, Print PDF, Create Invoice, Issue
Requisitions	Delete, create a purchase or sales invoice, Print PDF, Export, approve or reject
Client Payments	Print PDF, Delete

Maximum limits

Action	Maximum per run
Print PDF for invoices, estimates, sales orders, journal entries, purchase documents and payments	200 records
Export for invoices, purchases and requisitions	5,000 records
Delete for products	5,000 products
Delete for client payments	500 payments
All Filtered (All Pages) in the newer lists	The first 10,000 records
Email to Client	250 emails per day on paid plans

If you have more records than the limit, split them using filters (such as the date) and run the action on each part.

Bulk delete

• For sales invoices, a confirmation message lists the invoices that will be deleted. Click Yes to continue.
• If even one selected invoice can’t be deleted, the whole delete stops and a message shows the reason, such as links to refunds or notes, an approved requisition, a closed POS session, or having been sent to e-invoicing. Remove that invoice from the selection and try again.
• In lists that show a progress page, everything that can be deleted is deleted, and the result appears: Deleting was completed successfully, Deleting completed with failed items, or Deleting failed.
• Deleted invoices go to the trash and can be restored within 90 days.

Bulk PDF printing

Choose Print PDF from Actions. One PDF file is prepared with all the selected documents using the default print layout, then downloaded or opened directly. Preparing takes longer the more documents you select, so don’t close the page while it runs.

Bulk sending to clients

• Choose Email to Client to email the selected invoices to their clients.
• Invoices are sent only to clients who have an email address on file.
• Invoices saved as drafts aren’t sent, and a message lists their numbers.
• You can send 250 emails per day on paid plans.

Bulk updating product prices

To change the prices of a group of products at once, open Bulk Update. Choose the price to change (Primary Sell Price or a Price List), filter products by Category or Brand, then set the increase or decrease as an amount or a percentage. A preview shows the old and new prices before you confirm. You need the Add/Edit Price List permission.

Error messages and solutions

Message	Cause	Solution
Please select items first by clicking on the small left box	You chose an action without selecting records.	Select records first.
Can’t print more than 200 invoices	You selected more than 200 documents to print.	Split the selection into several runs.
You can’t export more than 5000 record, Please change filters to match limit.	More than 5,000 records are selected.	Narrow the filters, such as the date range.
You can’t delete more than 5,000 products at one time.	You selected more than 5,000 products to delete.	Delete in batches.
You can only send [number of emails] email per day. Please consider the upgrade if you want to send more emails.	You reached the daily email limit.	Continue sending the next day, or upgrade your plan.
Couldn’t send draft invoices ([invoice numbers])	Some selected invoices are drafts.	Issue the drafts first, then send them.
[Invoice] cannot be deleted because it has linked refunds, credit notes, or debit notes. Remove the linked documents first.	A selected invoice has linked documents.	Delete the linked documents first, or remove the invoice from the selection.

FAQ

How do I select all invoices, not just the current page?

Click the arrow next to the select box and choose All Filtered (All Pages). Everything matching the filters is selected.

I deleted several invoices by mistake. Can I get them back?

Yes, from the trash in the invoice list within 90 days.

Why doesn’t the Delete button appear in the bulk actions?

You don’t have permission to delete that type of record.

Can I print 500 invoices at once?

No. The limit is 200 invoices per run; split them into three runs using filters.