Before you can create progress invoices, you need to turn on the feature in your QuickBooks Settings ⚙️.

In QuickBooks Online

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

In QuickBooks Sole Trader

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

Estimates provide a foundation for progress invoicing by outlining expected costs before work begins. Creating an estimate ensures you have a detailed record of the project's scope, agreed pricing, and itemised breakdown of services or products.

In QuickBooks Online

1. Select + New or + Create.
2. Select Estimate.
3. Select a customer.
4. Fill in the estimate details, including line items for services or products being billed.
5. Select Save and new, Save and close, or Review and send.
   Note: If you are on the old estimate layout, select Save and new, Save and close, or Save and send.

In QuickBooks Sole Trader

1. Select + New and then select Estimate.
2. Select a customer.
3. Fill in the estimate details.
4. Select Save and new, Save and close, or Review and send.

Note: The Subtotal field in your estimate doesn't include VAT, discounts, or shipping.

Progress invoices allow you to bill a portion of an estimate in stages, based on how much work has been completed or how much has been agreed upon with the customer.

In QuickBooks Online

Option 1: From an estimate

1. Go to All apps , select Sales & Get Paid, then select Sales transactions (Take me there).
2. Find the estimate and select Convert to invoice from the dropdown ▼ under the Action column.
3. Select a billing method:
   • Remaining total of all lines
   • Percentage or amount
   • Manual entry for each line
4. Select Create invoice.
5. Fill out the invoice.
6. Select Save and new, Share link, or Save and close.
   Note: If you are on the old invoice layout, select Save and new, Save and share link, or Save and close.

Option 2: Connect an estimate to an invoice

1. Select + New or + Create.
2. Select Invoice.
3. Select the customer.
4. If an open estimate exists, the Suggested transactions sidebar appears.
   Note: If you are on the old invoice layout, you'll see an Add to Invoice sidebar.
5. Select Add, select how much you want to invoice, then select Copy to invoice.
6. Fill out the invoice and select Save.

In QuickBooks Sole Trader

Option 1: From an estimate

1. Go to Get paid and select Estimates.
2. Find the estimate and select Convert to invoice from the dropdown ▼ under the Action column.
3. Select a billing method:
   • Remaining total of all lines
   • Percentage or amount
   • Manual entry for each line
4. Select Create invoice.
5. Fill out the invoice.
6. Select Save and new, Share link, or Save and close.

Option 2: Connect an estimate to an invoice

1. Select + New, then select Invoice.
2. Select a customer.
3. If an open estimate exists, the Suggested transactions sidebar appears.
4. Select Add, select how much you want to invoice, then select Copy to invoice.
5. Fill out the invoice and select Save.

If you need to make adjustments to your progress invoices, ensure that changes are made to the original estimate.

In QuickBooks Online

• Edit changes on the original estimate, not the invoice.
• To unlink an invoice, open it and:
  • In case you are on new invoice layout: select Linked transactions, then select Remove next to the estimate line item.
  • In case you are on old invoice layout: select (number) linked Estimate, then select Remove next to the estimate line item.

In QuickBooks Sole Trader

• Edit changes on the original estimate, not the invoice.
• To unlink an invoice, open it, select Linked transactions, then select Remove next to the estimate line item.

Review estimates

1. Go to All apps , select Sales & Get Paid, then select Sales transactions (Take me there).
2. Find and open the estimate.
3. Select linked invoices to review invoice history.

Note: This option may not be available if you're on the new estimates layout.

Review progress invoices

• Each progress invoice includes an estimate summary.
• Add an estimate summary to invoices so customers can track their remaining balance (off by default).

Check projects (for QuickBooks Online Plus and Advanced customers)

View all transactions linked to a project under the Transactions tab.

Run reports

1. Go to Reports and select Standard reports (Take me there).
2. Search for Estimates & Progress Invoicing Summary by Customer.
3. View estimates and connected invoices by customer.

Note: This feature is not yet available for the new invoice layout.

Turn on estimate summaries

1. Go to Settings ⚙️ and select Custom form styles.
2. Find the progress invoice template and select Edit.
3. In the Content tab, select the edit icon in the third section.
4. Select Estimate summary.
5. Select Done.

Add estimate summaries to an invoice

1. Select + New or + Create.
2. Select Invoice.
3. Select the customer.
4. In the Add to Invoice section, select Add for the relevant estimate.
5. Select how much do you want to invoice, then select Copy to invoice.
6. Select Customise and apply the progress invoice template.
7. Save.

If you mostly send progress invoices, keep the default template. Otherwise:

1. Go to Settings ⚙️ and select Custom form styles.
2. Locate your preferred default template.
3. From the dropdown ▼ in the Action column, select Make default.
4. Select Change template to confirm.