Bulk updating invoices from the Booking Index

Applying bulk changes to multiple booking invoices directly from the Booking Index can save time and reduce manual updates. This feature helps you efficiently manage booking statuses, notes, and operational updates across multiple invoices at once.

Learn how to bulk update bookings from the Booking Index, including:

• Updating the status of bookings
• Delivering email notifications tied to booking statuses
• Applying POS payments
• Adding booking notes
• Checking in/or out bookings.

New to the Booking Index? Be sure to read the first article in this series for an introduction to this feature!

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Reports > Booking Index > Bulk Update

What more do I need to use this feature?

• Admin or restricted to View all Reports or the Booking Index.

Which Checkfront version supports this feature - Classic Items, Classic Products, or both?

• The Booking Index is available to both those using classic items (Inventory > Items), a key feature of our Classic Items version of Checkfront, and those using classic products (Inventory > Products), a key feature of our Classic Products version of Checkfront.
   

Bulk update in small batches When bulk updating, we recommend doing so in smaller batches, such as 100 records each time.

Follow these steps to start the Bulk Update process:

1. Select at least one booking from the Booking Index list. Once a booking is selected, the bulk button appears, as seen above.
   • If you select the top checkbox next to the Booking column label, all bookings on that page are selected.
   • You can always deselect a few to meet your needs.
2. Click the Bulk Update button to proceed to the next step in the Bulk Update process.
3. Configure the Bulk Update settings. The following Bulk Update options are available.

Learn more about invoices Looking for instructions on bulk Exports and Invoices? Learn more here: Importing and exporting via the Booking Index Viewing invoice booklets from the Booking Index

Confirm that the Number of Bookings to be updated is correct.

 

Double-check the number of bookings Double-check the number of bookings the system plans to update! Make sure this matches the number of bookings you intended to select so you don't update any in error, especially if you have chosen to Deliver Notifications.

Use the Status option to update the status of the selected booking(s). Select the new status from the dropdown list.

What is a booking status? A booking status acts as a visual label and functional state for each booking in your system.

Reminder Related inventory is released if you bulk update bookings from a booking status that locks inventory to one that does not, for example, from PAID to WAIT. In turn, related inventory is locked if you bulk update bookings from a booking status that unlocks inventory to one that does not, for example, from WAIT to PAID.

Learn more about statuses To learn more about Booking Statuses, please read the following: Understanding booking status types

If you update the status of the bookings, then you also have the option to Deliver Notifications. This option sends any associated booking notifications when the Bulk Update is applied.

Turn off delivery of notifications If you don't want to send any associated notifications, you can uncheck the Deliver Notifications to prevent a confirmation from being sent to the Customer!

Learn more about email notifications Learn more about notifications tied to booking statuses here: Introduction to email notifications

If you choose to Bulk Update bookings to a fully PAID status and have the setting Suggest applying a POS transaction when manually marking a Booking as Paid (Manage > Ecommerce Setup > Settings) enabled, the option to Apply POS Payments displays.

Select this option to generate POS Payment transactions with this update automatically.

If you want to provide a reason for your Bulk Update, enter it in the Booking Note field.

You can optionally change the Check In Status of the selected booking(s) to Check-in or Check-out accordingly.

As soon as the change is applied, the system updates the Note field within the Booking Index to include a log of this activity.

Bookings with a mix of statuses Be careful when selecting multiple bookings! If the selected booking(s) are a mix of checked-in and checked-out, you may inadvertently check in or out of the bookings again.

4. Click the Apply button to save your changes before leaving the Bulk Update modal.

Learn more about emailing Customers For detailed steps on how to bulk email, please see the following FAQ: How do I send bulk communications to my Customers?

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