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pbhcpa
Level 2

Progress Invoicing - QB Enterprise

Creating a progress invoice from an estimate works fine.  Create the invoice, print or email and then close the invoice.  However on some invoices, when I open invoice again, the Current % column is blank and I have to void the invoice and re-create to get the %'s correct for the next progress billing.  It does not happen on all invoices, what am I doing wrong.

11 Comments 11
DivinaMercy_N
Moderator

Progress Invoicing - QB Enterprise

Thanks for posting here, @pbhcpa.

 

Allow me to provide info about your issue. Once the invoice was marked as paid, it will be considered closed. Reopening or editing it will not affect your reports. To know more about progress invoices, check out this article: Set up and send progress invoices in QuickBooks Desktop.

 

Also, make sure that your QuickBooks Desktop (QBDT) program is updated to the release so you always have the updated components and fixes. 

 

Then, monitoring your progress invoices in QBDT is easy. To do so, you can run the Job Progress Invoices vs. Estimates report. 

 

  1. Go to the Reports menu.
  2. Select the Jobs, Time & Mileage from the list.
  3. Click Job Progress Invoices vs. Estimates.
  4. If you need to filter some data so the report will only display the info you need, simply click the Customize Report button. 

 

If you have more questions about progress invoicing, feel free to click the Reply button below. I'll get back to you as soon as I can. Have a good one. 

pbhcpa
Level 2

Progress Invoicing - QB Enterprise

Thank you for the information, however I know how to create an invoice from an estimate and how to track the progress billing.  My issue is that once the invoice is created showing a % billed it is fine.  However when I open the invoice on another day (and this does not happen to all progress invoices, only a few), the invoice total is correct but the % billed is gone (the % column is blank) and the estimate doesn't recognize that the % has been billed.  I have to void the original invoice and then re-create it and then all is fine.  I cannot determine why it happens on some and not on others as I am doing everything the same when creating the invoice from the estimate.  I've done a verify data and all is good.  I suppose I need to re-install QB on my workstation.  I was hoping someone else had a similar issue and had found a solution.

jpohl10934
Level 3

Progress Invoicing - QB Enterprise

I'm trying to find out how I can create one progress invoice for multiple estimates.  I have a customer that has more than one estimate and only wants one invoice.  I am using Quickbooks Enterprise desktop Professional Services 21.0 Release R6P.  I can create a progress invoice for one estimate but unable to apply any additional estimate.  There something i'm missing.

Catherine_B
QuickBooks Team

Progress Invoicing - QB Enterprise

Hello there, jpohl10934.

 

I definitely understand how convenient it can be to be able to add different estimates to an invoice.

 

Progress invoicing lets you split an estimate into as many invoices as you need. The option to add another estimate to a certain invoice is unavailable. To keep track of your progress invoices, you can run a report. 

 

Here's how: 

 

  1. Go to the Reports menu.
  2. Choose Jobs, Time & Mileage.
  3. Select Job Progress Invoices vs. Estimates.

If you want to send a summary of the progress invoices to your customers, you can create statements and then select the Show invoice item on statements option. 

 

For more reference on how to customize reports and customer transactions, you can visit these links: 

 

Let me know if there's anything else that you need help with. I'll be glad to walk you through it. Take care!

karentws4258
Level 1

Progress Invoicing - QB Enterprise

regarding progress invoicing.  The job is billed in full however the prior amount billed for one of the line items is not correct it should show $8,850 billed and it only shows $1,600 billed so it thinks we should bill another $7,250 but that is not correct.

karentws4258
Level 1

Progress Invoicing - QB Enterprise

Can I change the prior amount invoiced.  My job is billed in full, however it did not record an item the was billed several months ago.

katherinejoyceO
QuickBooks Team

Progress Invoicing - QB Enterprise

Thanks for posting your first concern to this thread, @karentws4258. I'll be your QuickBooks guide today.

 

You can void the invoice and recreate it to correct the amount if the transactions are not yet reconciled. 

 

Here's how:

 

  1. Go to the Accountant menu and select Batch Delete/Void Transactions.
  2. Choose Invoices under Transaction Type.
  3. Select the transaction you want to void from the available transactions list, then click Review and Void.
  4. Select Back Up and Void. You can also avoid the backup and select Void just from the dropdowns.
  5. Press Yes to confirm.

 

Once done, you can now recreate the invoice. Take note of the details and ensure you select the correct date. 

 

However, if the transactions are already reconciled, you may enter the transaction using the journal entry. Then, consult your accountant to make sure your books are correct.. 

 

Get back to us when you can or if you have additional concerns. We're always here to help. 

 

 

Papamark
Level 1

Progress Invoicing - QB Enterprise

Can I create a progress billings from an estimate and not charge employee time and costs against the estimate until I do the last invoice ?

TirzahC
QuickBooks Team

Progress Invoicing - QB Enterprise

Let me provide some insights into how progress invoicing works in QuickBooks Online (QBO), Papamark.

 

Yes, you can create invoices without charging the employee time. Progress invoicing is billing for a project that stretches over days, weeks, months, or sometimes even years. You can choose how much of an estimate you'd like to convert into an invoice, keep track of home you've invoiced, and continue converting from the original estimate until it has been fully invoiced. You can follow the steps below: 

 

  1. Log in to your QuickBooks Desktop (QBDT) company as an admin.
  2. Go to the File menu, then select Switch to Single-user mode.
  3. Move to the Edit menu, then choose Preferences.
  4. Click Jobs & Estimates from the list.
  5. Tap the Company Preferences tab.
  6. Hit Yes in the DO YOU CREATE ESTIMATES? section. Then select Yes in the DO YOU DO PROGRESS INVOICING? section.
  7. Press OK.

 

The next step is to create an estimate. Here's how:

 

  1. Move to the Customers menu, then select Create Estimates.
  2. Choose the customer in question.
  3. Fill out the rest of the estimate.
  4. Hit Save & Close.

 

Lastly, here's how to create progress invoices:

 

  1. Go to the Customers menu, then select Customer Center.
  2. Choose your customer on the list.
  3. Open the estimate in question on the customer's page.
  4. Tap Create invoice from the toolbar.
  5. Choose the specify on what to include on the invoice.
  6. Fill out the rest of the invoice, then send it to your customer.

 

Here's more information about setting and using this feature: Set up and send progress invoices in QuickBooks Desktop.


I am also adding this article to refer to in resolving common issues when applying a payment towards an invoice: Resolve common issues when you receive payments towards an invoice.

 

Please let me know if you have more questions related to progress invoicing or other concerns. I'm here to answer them. Have a great day!

Papamark
Level 1

Progress Invoicing - QB Enterprise

This is QB Enterprise.  At what point do you close the time out against the estimate.  So you formally set up a project ?

Jovychris_A
Moderator

Progress Invoicing - QB Enterprise

Hi @Papamark.

 

Currently, we're unable to include the employee billable hours when we create an estimate.

 

However, you can create a separate estimate manually then close it once you give the last invoice.

 

In the meantime, when you create a timesheet for that employee's billable hours, you'll have to pick the time and cost covered by creating a new invoice. Then you'll have to agree with your client and employee that this will be fully paid or covered once your employee finished the project.

 

On the other hand, you can follow the steps in this article to create a project and track job costs or these steps below.

 

  1. Open the Customer Center
  2. Click New Customer & Job.
  3. Choose Add Job.


     
  4. From the Job form, choose the client from the Customer field.
  5. Enter necessary project information (Address InfoPayment SettingsAdditional Info, and Job Info).


     
  6. Click OK.

 

In addition, I've included some articles to further guide you in managing your timesheets and customer projects in QBDT:

 

 

If you have other questions in mind, feel free to reply below. I'll be delighted to answer them for you.

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