Before you can create progress invoices, you need to enable the feature in your QuickBooks settings.

In QuickBooks Online

1. Go to Settings ⚙️ > Account and Settings.
2. Select the Sales tab.
3. In the Progress Invoicing section, select Edit ✎.
4. Turn on Create multiple partial invoices from a single estimate.
5. In the Update your invoice template? window, select Update.
6. Select Save, then Done.

In QuickBooks Sole Trader

1. Go to Settings ⚙️ > Account and Settings.
2. Select the Sales tab.
3. In the Progress Invoicing section, select Edit ✎.
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 > Estimate.
2. Choose a customer.
3. Fill in the estimate details, including line items for services or products being billed.
4. Select Save and new, Save and close, or Save and send.

In QuickBooks Sole Trader

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

Note: The "Remaining" column in your estimate does not 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 Sales > All Sales.
2. Find and open the estimate.
3. Select Create Invoice ▼.
4. Choose a billing method:
   • Percentage of estimate (e.g., invoice 50% now and 50% later)
   • Specific amount (e.g., invoice £1,000 of a £5,000 estimate)
   • Custom amount per line item (e.g., bill for only completed tasks or delivered products)
5. Fill out the invoice.
6. Select Save and new, Save and share link, or Save and close.

Option 2: Connect an estimate to an invoice

1. Select + New > Invoice.
2. Choose the customer.
3. If an open estimate exists, the Add to Invoice sidebar appears.
4. Select Add, choose the invoicing amount, and Copy to invoice.
5. Fill out the invoice and Save.

In QuickBooks Sole Trader

Option 1: From an estimate

1. Go to Get Paid > Estimates.
2. Find and open the estimate.
3. Select Convert to Invoice ▼.
4. Choose a billing method:
   • Percentage of estimate
   • Specific amount
   • Manual entry for each line item
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 > Invoice.
2. Choose the customer.
3. If an open estimate exists, the Suggested Transactions sidebar appears.
4. Select Add, choose the invoicing amount, and Copy to invoice.
5. Fill out the invoice and 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 select the bin icon next to the estimate line item. Confirm by selecting Yes, unlink it.

In QuickBooks Sole Trader

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

Review estimates

1. Go to Sales > All Sales.
2. Find and open the estimate.
3. Select linked invoices to review invoice history.

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.
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.

Enable estimate summaries

1. Go to Settings ⚙️ > Custom Form Styles.
2. Find the progress invoice template and select Edit.
3. In the Content tab, select Edit ✎ on the third section.
4. Check Estimate summary.
5. Select Done.

Add estimate summaries to an invoice

1. Select + New > Invoice.
2. Choose the customer.
3. In the Add to Invoice section, select Add for the relevant estimate.
4. Select the invoicing method and Copy to invoice.
5. Select Customise and apply the progress invoice template.
6. Save.

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

1. Go to Settings ⚙️ > Custom Form Styles.
2. Locate your preferred default template.
3. Select ▼ in the Action column > Make default.