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Set up and send progress invoices

by Intuit•1• Updated 3 days ago

Learn how to send invoices over time as you work off a quote in QuickBooks.

Progress invoicing lets you split a quote 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 quote to progress invoices. This keeps project payments organised and connected from start to finish.

Your quotes or invoices will look different depending on whether you have the old or new quote and invoice experience.

Prerequisites

Before you can create a progress invoice:

Once progress invoicing is turned on, you can use the premade Airy style template, or create your own.

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Sales tab.
  3. In the Progress Invoicing section, select the edit icon Image of the edit icon..
  4. Turn on the Create multiple partial invoices from a single quote switch.
  5. Select Save, then Done.

Now you can create multiple invoices from your quotes.

Tip: If you use the Projects feature (QuickBooks Online Plus or QuickBooks Online Advanced) and want to add a quote to a project, add it before you start creating progress invoices.

Step 1: Create progress invoices from a quote

You can use a quote to create a progress invoice that has been marked Accepted. This doesn't change the original quote, which remains in your records. You can create multiple progress invoices from the same quote.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Find the quote you want to use to create a progress invoice.
  3. From the Action column, select Convert to invoice.
    Note: Convert to invoice may be located in the dropdown â–Ľ under Action column depending on the status of your quote.
  4. Select an option from How much do you want to invoice?, then select Create invoice.
  5. Fill out the rest of the invoice.
  6. Select Review and send, Save and new, or Save and close.
    Note: If you're on the old invoice layout, select Save and send, Save and new, or Save and close.

Note: You can also create an invoice and assign it to a customer with an open quote. Then find the quote in the Add to Invoice or Suggested transactions sidebar and select Add.

Step 2: Keep track of your progress invoices

Progress invoices include a quote summary with the total invoiced. There are also links to the original quote and all relevant progress invoices.

To see the original quote from the invoice:

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Find the invoice and select View/Edit from the Action column.
  3. Select Linked transactions.
    Note: If you're on the old invoice layout, select (number) linked Quote.
  4. Select the quote you want to see.

After you’ve invoiced for the total quote, the quote status automatically changes to Closed. If you try to invoice for more than 100% of the total quote, you’ll only be able to add what’s left of the remaining balance.

The Quotes & Progress Invoicing Summary by Customer report gives you a complete list of all quotes and connected progress invoices.

  1. Follow this link to complete the steps in product Open this link in a new window
  2. Search for and open your Quotes & Progress Invoicing Summary by Customer report.
  1. Follow this link to complete the steps in product Open this link in a new window
  2. Find the invoice and select View/Edit from the Action column.
  3. Select Linked transactions.
    Note: If you're on the old invoice layout, select (number) linked Quote.
  4. Next to the quote you want to disconnect, select Remove.

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