{"id":150938,"date":"2026-10-14T14:57:17","date_gmt":"2026-10-14T14:57:17","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&p=150938"},"modified":"2026-10-18T11:51:10","modified_gmt":"2026-10-18T11:51:10","slug":"bulk-actions-in-system-lists","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/bulk-actions-in-system-lists\/","title":{"rendered":"Bulk Actions in System Lists"},"content":{"rendered":"
\n

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.<\/p>\n

\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> Bulk actions appear based on your permissions. For example, Delete<\/strong> appears only if you have permission to delete that type of record. Permissions are set from Roles<\/strong><\/a>.<\/p>\n<\/div>\n

\n

Contents<\/p>\n

    \n
  1. Selecting records<\/strong><\/a><\/li>\n
  2. Running a bulk action<\/strong><\/a><\/li>\n
  3. Actions available in each list<\/strong><\/a><\/li>\n
  4. Maximum limits<\/strong><\/a><\/li>\n
  5. Bulk delete<\/strong><\/a><\/li>\n
  6. Bulk PDF printing<\/strong><\/a><\/li>\n
  7. Bulk sending to clients<\/strong><\/a><\/li>\n
  8. Bulk updating product prices<\/strong><\/a><\/li>\n
  9. Error messages and solutions<\/strong><\/a><\/li>\n
  10. FAQ<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    Selecting records<\/h2>\n
      \n
    1. Open the list you need, such as Manage Invoices<\/strong><\/a>, and use search and filters to show only the records you want.<\/li>\n
    2. Select records using the checkbox next to each record.<\/li>\n
    3. Or click the arrow next to the select box at the top of the list and choose:<\/li>\n<\/ol>\n\n\n\n\n\n\n
      Option<\/th>\nWhat it selects<\/th>\n<\/tr>\n
      All (Current Page)<\/strong><\/td>\nAll records shown on the current page only.<\/td>\n<\/tr>\n
      All Filtered (All Pages)<\/strong><\/td>\nAll records matching the current filters on every page, not just the page shown.<\/td>\n<\/tr>\n
      None<\/strong><\/td>\nClears the selection.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

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

      \n

      \ud83d\udec8<\/span><\/p>\n

      Important:<\/strong> Before choosing All Filtered (All Pages)<\/strong>, check your filters, because the action will run on every matching record, including those you can’t see. In the newer lists, this option applies to the first 10,000 records only.<\/p>\n<\/div>\n

      Running a bulk action<\/h2>\n
        \n
      1. After selecting, click Actions<\/strong> and choose the action.<\/li>\n
      2. Confirm in the message Do you want to continue with this action?<\/strong><\/li>\n
      3. For bulk delete and update, a progress page shows the completion percentage and the result for each record: Successful<\/strong> or Failed<\/strong>. Keep the page open until it finishes, then click Close<\/strong>.<\/li>\n<\/ol>\n

        Actions available in each list<\/h2>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
        List<\/th>\nBulk actions<\/th>\n<\/tr>\n
        Sales invoices<\/strong><\/a><\/td>\nDelete, 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<\/td>\n<\/tr>\n
        Estimates<\/strong><\/a><\/td>\nDelete, Print PDF, Export<\/td>\n<\/tr>\n
        Refund Receipts<\/strong> and Credit Notes<\/strong><\/td>\nDelete, Print PDF, Export, and sending to e-invoicing<\/td>\n<\/tr>\n
        Sales Orders<\/strong><\/a><\/td>\nDelete, Print PDF, Export<\/td>\n<\/tr>\n
        Purchase Invoices<\/strong><\/a>, their refunds and debit notes<\/td>\nDelete, Print PDF, Export<\/td>\n<\/tr>\n
        Clients<\/strong><\/a><\/td>\nDelete, Suspend, Unsuspend, Send Email, Send SMS, Download PDF, Change Category, Assign to staff members, Change Status<\/td>\n<\/tr>\n
        Suppliers<\/strong><\/a><\/td>\nDelete<\/td>\n<\/tr>\n
        Products & Services<\/strong><\/a><\/td>\nDelete, Activate, Deactivate, Suspend, Print PDF, Update Profit Margin (when advanced pricing is enabled), Export<\/td>\n<\/tr>\n
        Journal Entries<\/strong><\/a><\/td>\nPrint PDF, Export to Excel, Delete, Issue<\/td>\n<\/tr>\n
        Expenses<\/strong><\/a> and Incomes<\/strong><\/a><\/td>\nDelete, Change Category, Print PDF, Create Invoice, Issue<\/td>\n<\/tr>\n
        Requisitions<\/strong><\/a><\/td>\nDelete, create a purchase or sales invoice, Print PDF, Export, approve or reject<\/td>\n<\/tr>\n
        Client Payments<\/strong><\/a><\/td>\nPrint PDF, Delete<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Maximum limits<\/h2>\n\n\n\n\n\n\n\n\n\n
        Action<\/th>\nMaximum per run<\/th>\n<\/tr>\n
        Print PDF<\/strong> for invoices, estimates, sales orders, journal entries, purchase documents and payments<\/td>\n200 records<\/td>\n<\/tr>\n
        Export<\/strong> for invoices, purchases and requisitions<\/td>\n5,000 records<\/td>\n<\/tr>\n
        Delete<\/strong> for products<\/td>\n5,000 products<\/td>\n<\/tr>\n
        Delete<\/strong> for client payments<\/td>\n500 payments<\/td>\n<\/tr>\n
        All Filtered (All Pages)<\/strong> in the newer lists<\/td>\nThe first 10,000 records<\/td>\n<\/tr>\n
        Email to Client<\/strong><\/td>\n250 emails per day on paid plans<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

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

        Bulk delete<\/h2>\n