Fact allows users to perform bulk actions on a set of selected documents. These actions provide significant time savings and simplify the management of repetitive tasks by applying batch operations to multiple documents simultaneously.
These actions can be performed from:
Documents list, accessible by clicking on All tab in Documents menu.
Documents list of a specific type (quotations, invoices, etc. tabs).
Summary of bulk actions and their limits
Action | Applicable Documents | Maximum Limit | Tabs |
Generate documents | Quotations, orders, deliveries, invoices, credit notes | 2000 documents | Specific tabs |
Validate documents | Invoices | 2000 documents | Specific tabs |
Send reminders | Quotations, orders, invoices | 100 documents | Specific tabs |
Send via email | All document types | 100 documents | All & Specific |
Download documents | All document types | - 1 PDF file: 300 documents - Multiple PDFs in an archive: 1000 documents | All & Specific |
Manage documents selection
In documents list:
A checkbox allows selecting all visible documents on the page.
By default, the limit is set to 25 documents per page, but this can be increased to 100 to save time.
Selection settings are accessible next to the checkbox.
Produce multiple documents
Bulk document production allows multiple documents to be generated in a single operation.
Applicable Documents
Quotations, orders, deliveries, invoices, credit Notes
Process
Navigate to Documents menu.
Select the desired document type by clicking the corresponding tab (e.g., Invoices).
Check draft documents one by one in the list.
Use filters to refine the document list if necessary.
Use the checkbox to select multiple documents at once if needed.
Click on Generate documents in the action bar at the bottom of the table.
Confirm the operation.
Execution Details
The generation process is asynchronous.
A task progress banner appears on the main Fact pages, displaying progress percentage.
Some actions are blocked during the process (e.g., adding a payment, creating a direct debit, deleting/canceling a document).
Once completed, the progress banner is replaced by a success banner.
Validate multiple invoices
Bulk validation allows multiple invoices to be validated in a single operation.
Applicable Documents
Invoices
Process
Navigate to Documents menu.
Select Invoices tab.
Check draft invoices one by one in the list.
Use filters to refine the document list if necessary.
Use the checkbox to select multiple invoices at once if needed.
Click on Validate documents in the action bar at the bottom of the table.
Confirm the operation.
Execution details
Validation is an asynchronous process with tracking similar to document generation.
Send reminders
Bulk reminders allow users to send follow-up emails for overdue documents.
Conditions
Documents must be overdue or expired:
Quotations / Orders: After their expiration date.
Invoices: After the payment due date.
At least one email address must be provided in the customer’s profile.
A company email address must be configured in the company settings.
Process
Navigate to the Documents menu.
Select the desired document type (e.g., Invoices).
Check the documents to be reminded.
Use filters to refine the document list if necessary.
Use the checkbox to select multiple documents at once if needed.
Click on Send Reminder.
Configure options (group reminders by client, attach PDF documents, receive a copy by email).
Click Send to finalize.
Send bulk emails
Bulk email sending allows multiple documents to be sent directly to recipients.
Conditions
Documents must be associated with customers with at least one email address.
A company email address must also be configured in the company settings.
Process
Navigate to the Documents menu.
Select the desired document type or use the All tab.
Check the documents to send.
Use filters to refine the document list if necessary.
Use the checkbox to select multiple documents at once if needed.
Click on Send by mail.
Configure options (attach documents as PDF, receive a copy by email).
Click Send to finalize.
Download documents
Bulk downloads allow multiple documents to be retrieved either in a single PDF file or as multiple PDFs within a zipped file.
Process
Navigate to the Documents menu.
Select the desired document type.
Use filters to refine the document list if necessary.
Use the checkbox to select multiple documents at once if needed.
Check the documents to download.
Click on Download.
Choose a generation method:
Group into a single file.
Split into multiple files.
Confirm by clicking Generate.
Documents are received via email within a few minutes.