Bulk Client Invitations
Invite multiple clients to the portal at once, saving time and streamlining your client onboarding process.
Overview
Bulk Client Invitations allows you to invite multiple clients to your portal simultaneously, rather than inviting them one at a time. This feature is perfect for:
- Initial portal setup with existing clients
- Onboarding new batches of clients
- Re-inviting inactive clients
- Seasonal client rollouts
Availability: All Plans
What is Bulk Invitation?
Instead of inviting clients one by one, bulk invitation lets you:
✅ Select multiple clients from your QuickBooks customer list
✅ Send invitations all at once with a single click
✅ Save time during onboarding
✅ Ensure consistency - all clients get the same invitation
✅ Track status - see which invitations were sent
How to Send Bulk Invitations
Step 1: Navigate to Dashboard
- Log in to your ClientSynq account
- Go to your Dashboard
- Find the "QuickBooks Customers" or "Invite Clients" section
Step 2: Select Multiple Clients
- Look at your list of QuickBooks customers
- Check the boxes next to each client you want to invite
- You can select as many clients as needed
- Only clients who haven't been invited yet can be selected
Quick Selection Tips:
- Select all at once using the header checkbox (if available)
- Scroll through the list to find additional clients
- Use the search bar to find specific clients
Step 3: Send Bulk Invitation
- After selecting clients, look for the "Invite Selected" button
- It should show how many clients you've selected (e.g., "Invite 15 Clients")
- Click the "Invite Selected" button
- Confirm you want to send the invitations
Step 4: Confirmation
- You'll see a success message showing how many invitations were sent
- The selected clients will now show as "Invited" status
- Each client will receive their invitation email immediately
What Happens After Sending
For You:
- Selected clients' status changes to "Invited"
- You can track who has accepted their invitation
- Clients appear in your client management dashboard
- You can resend invitations if needed
For Your Clients:
Each invited client receives:
- Email invitation with your branding (Pro/Enterprise)
- Secure link to access their portal
- Instructions on how to create their account
- Your contact information for support
Best Practices
1. Select the Right Clients
DO Invite:
- ✅ Active clients with open invoices
- ✅ Clients you regularly bill
- ✅ Clients who need to view invoices
- ✅ Clients who will make payments online
DON'T Invite:
- ❌ Inactive or archived clients
- ❌ Clients you no longer work with
- ❌ Test or duplicate records
- ❌ Clients without valid email addresses
2. Check Email Addresses First
Before sending bulk invitations:
- Review client email addresses in QuickBooks
- Update any missing or incorrect emails
- Ensure emails are current and valid
- Remove duplicate email addresses
3. Time Your Invitations
Best times to send:
- Tuesday-Thursday (best engagement)
- 9-11 AM or 1-3 PM local time
- After you've completed QuickBooks sync
- When you're available to answer questions
Avoid:
- Late Friday or weekends
- Early Monday morning
- Holidays
- Outside business hours
4. Prepare Your Clients
Before sending invitations:
- Send a heads-up email explaining what's coming
- Let clients know to expect the invitation
- Provide context about why you're using a portal
- Share your support contact information
Example prep email:
Hi [Client Name],
We're launching a new client portal to make it easier for
you to view invoices and make payments!
You'll receive an invitation email from ClientSynq
(our portal provider) in the next few minutes.
Simply click the link in the email to access your portal.
If you have any questions, just reply to this email!
- [Your Name]
5. Follow Up
After sending bulk invitations:
- Monitor who accepts their invitation
- Follow up with clients who don't respond in 3-5 days
- Be ready to help clients who have questions
- Resend invitations if emails went to spam
Filtering and Selection
Finding Clients to Invite
Most systems show clients in categories:
Not Invited
- Clients who haven't received an invitation yet
- Your primary target for bulk invitations
Invited
- Clients who received invitations but haven't accepted
- Can be re-invited if needed
Active
- Clients who have accepted and created accounts
- Don't need to be invited again
Using Filters
If available, use filters to:
- Show only "Not Invited" clients
- Filter by customer balance (e.g., >$0)
- Search by name or email
- Sort by most recent invoice date
Resending Bulk Invitations
When to Resend:
- Client didn't receive the original email
- Invitation went to spam/junk folder
- Client accidentally deleted the email
- Email address was incorrect (after fixing in QBO)
How to Resend:
- Go back to your client list
- Find clients showing "Invited" status
- Select the clients needing reinvitation
- Click "Resend Invitation" or "Invite Selected"
- New invitations will be sent immediately
Note: You can resend invitations multiple times without any issues.
Limitations & Considerations
Selection Limits
- Recommended: Invite 50-100 clients at a time
- Why: Easier to monitor responses and provide support
- Large lists: Break into batches for better management
Email Delivery
Important:
- Invitations may take a few minutes to send
- Some email providers have rate limits
- Clients should receive emails within 5-10 minutes
- Check spam/junk folders if not received
Client Requirements
Clients can only be invited if:
- ✅ They exist in QuickBooks Online
- ✅ They have a valid email address
- ✅ They haven't already been invited
- ✅ Your subscription is active
Troubleshooting
"Can't Select Certain Clients"
Problem: Some clients' checkboxes are disabled.
Reasons:
- Client already has an active portal account
- Client has a pending invitation
- Client doesn't have an email address in QBO
- Client is archived or inactive
Solution:
- Check client status in QuickBooks
- Verify email address exists
- Update client information in QBO
- Sync QuickBooks data again
"No Invitation Button Appears"
Problem: The invite button doesn't show up.
Solution:
- Make sure you've selected at least one client
- Check that selected clients are eligible for invitation
- Refresh the page
- Verify your subscription is active
"Clients Didn't Receive Invitations"
Problem: Clients report not receiving invitation emails.
Solutions:
- Check spam/junk folders - Most common issue
- Verify email address in QuickBooks
- Resend invitation using the same process
- Whitelist sender - Have client add invitations@clientsynq.com
- Check client status - Make sure invitation was sent
"Some Invitations Failed"
Problem: Bulk send partially failed.
Possible Causes:
- Invalid email addresses
- Email delivery issues
- System error
Solution:
- Check which clients show "Invited" status
- For those that don't, check email addresses in QBO
- Update incorrect emails
- Resync QuickBooks
- Reinvite failed clients individually
Managing Invited Clients
Tracking Invitation Status
After sending bulk invitations, you can:
View Status:
- Not Invited - Never received invitation
- Invited - Invitation sent, awaiting acceptance
- Active - Client accepted and created account
Monitor Progress:
- See how many clients have accepted
- Identify clients who need follow-up
- Track overall portal adoption
Following Up
After 3 days:
- Check who hasn't accepted
- Send a friendly reminder email
- Offer to help with any questions
After 1 week:
- Consider calling clients who haven't responded
- Resend invitation
- Verify they want portal access
Example follow-up:
Hi [Client],
Just checking if you received our portal invitation!
It makes viewing invoices and making payments much easier.
Need me to resend it? Just let me know!
- [Your Name]
Frequently Asked Questions
Can I invite all my clients at once?
Yes, but we recommend doing it in batches of 50-100 for better management and support.
What if a client's email is wrong?
Update the email address in QuickBooks Online, sync your data, then send the invitation again.
Can I uninvite a client?
You can't "uninvite," but you can suspend or archive clients after they're invited. See Managing Client Status.
Will clients see each other's information?
No. Each client only sees their own invoices, payments, and files. Complete privacy is maintained.
What if I invite the wrong client?
You can archive the client before they accept, or contact support if they've already created an account.
Can I customize the invitation email?
Pro and Enterprise plans include branded invitations with your logo and colors. See Custom Branding.
How many times can I resend an invitation?
You can resend invitations as many times as needed. There's no limit.
Will this sync back to QuickBooks?
No. Invitations and portal access don't change anything in QuickBooks. They only create portal access.
What happens if I run out of client slots?
On the Basic plan, you're limited to a certain number of clients. Upgrade to Pro for more clients, or Enterprise for unlimited.
Tips for Maximum Adoption
1. Communicate Benefits
Tell clients what's in it for them:
- View invoices anytime, 24/7
- Make payments online instantly
- Download invoice PDFs
- Access payment history
- Secure file exchange
2. Make it Easy
- Include setup instructions
- Offer to help via phone or video call
- Create a simple "How to Access" guide
- Be patient with less tech-savvy clients
3. Incentivize
Consider:
- Small discount for paying through portal
- Faster invoice processing
- Exclusive updates or perks
- Priority support for portal users
4. Lead by Example
- Use the portal yourself to demonstrate
- Create a video walkthrough
- Share success stories from other clients
- Highlight time savings
Related Articles
- Inviting Individual Clients
- Managing Client Status
- Custom Branding
- Understanding Your Dashboard
- Client Portal Access Issues
Need Help?
Having trouble with bulk invitations?
Email: support@clientsynq.com
Subject: "Bulk Invitation Help"
Include: Number of clients, what happened, and screenshots if possible
Pro Tip: Start with a small test batch (5-10 clients) before inviting everyone. This lets you refine your process and messaging!
Last updated: October 27, 2024