Learn how to send invoices over time as you work off an estimate in QuickBooks.
Progress invoicing lets you split an estimate into as many invoices as you need. Instead of asking for full payment at the beginning of a project, you can invoice customers for partial payments. As you complete work, add items from the initial estimate to progress invoices. This keeps project payments organised and connected from start to finish.
If you haven’t already, turn on progress invoicing.
Now you can create multiple invoices from your estimates.
Use the premade Airy classic style to create a new invoice template. You should use this template any time you create a progress invoice.
Use your new template to send progress invoices. If you send lots of progress invoices, we recommend using this as your new standard template for all invoices.
If you only want to use this template for progress invoices, select Customise directly on the invoice form to change the template.
Note that the totals in the Remaining column of your estimate don't include tax, discount, or shipping costs.
|Tip: If you use the Projects feature (QuickBooks Online Plus and Advanced) and want to add an estimate to a project, add it before you start creating progress invoices.|
If you need to edit an item on a progress invoice, make your changes on the original estimate, not the invoice itself. You can make changes as long as you haven’t invoiced for the total estimate amount.
There are a few ways to create progress invoices. Both methods give you the same results.
Your original estimate won’t change when you create a progress invoice. QuickBooks keeps a record of both.
|Don’t worry about accidentally sending too many invoices
After you’ve invoiced for the total estimate, the estimate status automatically changes to Closed. If you try to invoice for more than 100% of the total estimate, you’ll only be able to add what’s left of the remaining balance.
If you want to disconnect a progress invoice from the original estimate, select the trash icon for the estimate line item. QuickBooks will ask if you want to unlink the entire invoice. If you do, select Yes, unlink it.
Review your estimates, progress invoices, projects, and reports to stay organised.
You can see all of your progress invoices on the original estimate.
If you add estimates to project, you can see everything in the Transactions tab of a project page.
The Estimates & Progress Invoicing Summary by Customer report gives you a complete list of all estimates and connected progress invoices.
Transactions are organised by customer. Estimates have positive totals and the progress invoices have negative totals.