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Intuit

Turn on and use progress invoicing

Learn how to use progress invoicing.

You can create multiple invoices from an estimate with Progress Invoicing. This allows you to keep track of the progress of a particular job.

In this article we show you three ways to create progress invoices: From an estimate, as an invoice, and from the transaction list.

Progress invoicing is a standalone feature in all versions of QuickBooks Online. QuickBooks Online Plus users can also use it when using the  Projects  feature.

Importing an estimate from QuickBooks Desktop

Did you import an estimate from QuickBooks Desktop into QuickBooks Online? If so the status is automatically Closed. However, you can reopen it and create progress invoices.

If you partially invoiced the estimate in QuickBooks Desktop, the progress invoices you created are not attached, but you can start a new estimate, adjust it by the amount previously invoiced, and create new progress invoices from it.

Turn on progress invoicing

Progress invoicing can be automatically turned on for some users. If it's not, y you can turn it on from the Account and Settings page.

  1. Select the Gear icon on the Toolbar.

  2. Under Your Company, select Account and Settings (or Company Settings).

  3. From the left menu select Sales.

  4. In the Progress Invoicing section, select the edit (pencil) icon.
  5. Select the Create multiple partial invoices from a single estimate checkbox.
  6. Select Save.

  7. Select Done.

Option 1: Create progress invoices from estimates

If your estimate is in Pending or Accepted status, you can create a progress invoice directly from the estimate.

Note If you want to change or add a component item to a Bundle, you have to add or change it on the original estimate, not on the invoice you create.

 

  1. Select the Plus icon (+) on the Toolbar.

  2. Under Customers, select Estimate.
  3. Enter the information for the estimate and select Save.
  4. Select Create invoice.
  5. In the How much do you want to invoice dialog that appears, select an option to specify how much you want to invoice:
    • Total of all estimate lines: Invoices the total amount of all lines on the estimate
    • Percentage of each line: Invoices the percentage you specify of the total of each line on the estimate
    • Custom amount for each line: Lets you set the amount to invoice for each line on the estimate
  6. Select Create invoice.
  7. If you choose Custom amount for each line, select each line and enter the Amount or Percentage to invoice in the Due column.
  8. Select Save.

Option 2: Create progress invoices directly

If you previously created an estimate for a customer, you can create a progress invoice directly.

Note: To change the quantity of line items on the invoice, change the percent or amount.

 

  1. Select the Plus icon (+) on the Toolbar.

  2. Under Customers, select Invoice.

  3. Select the Customer name from the drop-down list.

  4. From the Add to invoice panel, select Add all to add all estimates to the invoice, or select Add to add a specific estimate to the invoice.
  5. In the How much do you want to invoice dialog that appears, select an option to specify how much you want to invoice:
    • Total of all estimate lines: Invoices the total amount of all lines on the estimate
    • Percentage of each line: Invoices the percentage you specify of the total of each line on the estimate
    • Custom amount for each line: Lets you set the amount to invoice for each line on the estimate
  6. Select Copy to invoice.
  7. If you chose Custom amount for each line, select each line and enter the Amount or Percentage to invoice in the Due column.
  8. Select the link icon on each line for a link to the original Estimate, or to review the Amount of the estimate, the amount Invoiced, and the Remaining amount for the line item.
  9. Select Save.

Option 3: Create progress invoices from the Transactions list

You can create a progress invoice directly from the Transactions list.

    1. From the left menu select Sales.

    2. Select Customers.

    3. Locate the customer in the Transactions list.
    4. From the Action column, select Create Invoice.
    5. From the Add to invoice panel, select Add all to add all estimates to the invoice, or select Add to add a specific estimate to the invoice.
    6. In the How much do you want to invoice dialog that appears, select an option to specify how much you want to invoice:
      • Total of all estimate lines: Invoices the total amount of all lines on the estimate
      • Percentage of each line: Invoices the percentage you specify of the total of each line on the estimate
      • Custom amount for each line: Lets you set the amount to invoice for each line on the estimate
    7. Select Copy to invoice.
    8. If you chose Custom amount for each line, select each line and enter the Amount or Percentage to invoice in the Due column.
    9. Select the link icon on each line for a link to the original Estimate, or to review the Amount of the estimate, the amount Invoiced, and the Remaining amount for the line item.
    10. Select Save.

Track progress invoices and amounts

Once you save a progress invoice a few things happen.

The invoice now displays an Estimate Summary to track the progress. You'll see:

  • A link to the original Estimate and the amount
  • A link to each Invoice linked to the original estimate, and the amount of each
  • The current invoice amount
  • The Total invoiced amount

The original estimate now shows additional information, such as:

  • Linked transactions: Provides a pop-up list with links to all related invoices, and the amount and date of each
  • Remaining column: Shows the amount left to invoice for each line
  • Remaining subtotal: Displays the amount left to invoice for the entire estimate

The amounts in the Remaining column and Remaining subtotal field don't include tax, discount, or shipping. They only display the line item or subtotal amount, less the amount on the invoice you created.

You can also track progress invoices using the Estimates & Progress Invoicing Summary by Customer report.

This report shows the original Amount of each estimate, the Invoiced amount and % Invoiced, and the remaining Balance.

  1. From the left menu, select Reports.

  2. In the Sales and Customers section, select Estimates & Progress Invoicing Summary by Customer.

Update customer emailed invoices

If you're emailing the progress invoice to customers you have the option to add an Estimate Summary and a Due column to invoices.

  • Due: Column shows the amount still due for each line item.
  • Estimate Summary: Shows the estimate number and amount, invoices previously created for the estimate, and total amount invoiced.

To add this information, follow these steps.

  1. Select the Gear icon on the Toolbar.

  2. Under Your Company, select Custom Form Styles.

  3. Select Invoice from the New Style drop-down list.
  4. On the Design tab, select the Airy style template.
  5. Select Edit print settings and ensure that the Fit printed form with pay stub in window envelope checkbox is not selected.
  6. Select the Content tab and select the Activity section.
  7. Select Show more activity options, and select the Show progress on line items option.
  8. Select the Footer section.
  9. In the Display section, select the Estimate summary option.
  10. Select Done.

You can also add the Estimate Summary and Due column to printed invoices. Simply apply the template used for emailed invoices to individual invoices before printing.

  1. Open the saved progress invoice to print.
  2. Select Customize and select the Airy template from the pop-up menu.
  3. Select Print or Preview to review the progress invoice.

The summary and column now appear on invoice to print.

Make changes to your estimates

You can update your progress invoices by updating your estimates.

Change an estimate

If you need to change an estimate you can:

  • Open the estimate and make your changes
  • Create a new estimate and make a new progress invoice from it

Increase the amount of a line item on an estimate

You can increase the amount of a line item on an estimate only if the item hasn't been fully invoiced. If it has, it can't be changed.

To update the line item: Enter the amount greater than the original estimate amount in the Due column for the line item.

Delete a line item

Do you want to delete a line item? Select the trash can icon on that line. Then select Remove line. Do not select Unlink, as this will not delete the item or the amount.

Once you remove the line, the amount goes back into the estimate.