QuickBooks Online Progress Invoicing

QuickBooks Online is introducing Progress Invoicing which is still in “beta test” mode as of writing this blog article in February 2018. That means there could still be significant changes until they wrap up the beta test. Progress Invoicing feature allows you to invoicing a client incrementally for the percentage (or fixed dollar amount) that has been completed of the work due or agreed upon the contract. This could be considered a type of partial invoicing or a type of installment invoicing to your clients.

This is a welcome addition to QuickBooks Online since this is ranked #2 feature request on QuickBooks feedback page.

Introduce Progress Invoicing
http://feedback.qbo.intuit.com/forums/168199-quickbooks-online-feature-requests/suggestions/3865710-introduce-progress-invoicing

To get started – you will first need to turn on Progress Invoicing setting
This will also enable different settings such as “Convert Estimate to Invoice”.

  1. Go to Gear at the upper right corner
  2. Account and Settings under Your Company section (or Company Settings under Settings tab if QBO Accountant version (04/16/2018 Update, See Below
  3. Select “Advanced”
  4. Go to the Automation settings
  5. Check the box to turn on “Enable Progress Invoicing” and click Save
  6. This will also turn on “Copy estimates to invoices” and click OK
  7. Click Done button

 

 
04/16/2018 UPDATE
To get started – you will first need to turn on Progress Invoicing setting
This will also enable different settings such as “Convert Estimate to Invoice”.

  1. Go to Gear at the upper right corner
  2. Account and Settings under Your Company section (or Company Settings under Settings tab if QBO Accountant version
  3. Select “Sales”
  4. Check the box to turn on “Enable Progress Invoicing” and click Save
  5. This will create multiple partial invoices from a single estimate, and click OK
  6. Click Done button


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How to create a Progress Invoice

There are two ways to get to the Progress Invoicing options:

From the Estimate:

1. Click on Estimate, and enter your entire amount for your project/job
2. Once the Estimate is saved, click on Copy to Invoice on the upper right of the Estimate
3. Choose if you want:
a) Entire amount: all the lines are invoiced at 100% of the Estimate.
b) Partial amount based on a percentage: all the lines are invoiced at a percent of the Estimate. You can edit the line amounts or percent
c) Custom amount: all lines on the invoice are shown at 0% but you can edit each line

 

From the Invoice:

1. If a prior Estimate has been created, select “Invoice” from either the Customer or + button
2. In the drawer on the right-hand side, add the Estimate to the Invoice
3. Choose if you want:
a) Entire amount: all the lines are invoiced at 100% of the Estimate.
b) Partial amount based on a percentage: all the lines are invoiced at a percent of the Estimate. You can edit the line amounts or percent
c) Custom amount: all lines on the invoice are shown at 0% but you can edit each line

 

 

Save the Invoice. Now on your Estimate, you can see the Amount Invoiced and Amount Remaining.
Remaining is based on the amount invoiced per line.

 

 

How to delete a line on a Progress Invoice

To delete a line on a Progress Invoice, click on the trashcan on the right side of the line, and choose Remove Line (do not choose to unlink it). This removes the line from the Invoice and puts the amount back on the Estimate.

 

Printed Invoices:

The “due” column and Estimate/Invoice Summary will not show on the printed Progress Invoice at this time, but the invoice for your Customer will have all the calculations for progress invoicing.


If you like to see improved customize data layout (like added new columns) that you see on Invoice form and Estimate form, send them your feedback request, click here.


How to see which Invoices are included in the Progress Invoice

  • Go to the Estimate
  • At the top will show linked transactions which are the Invoices attached to the Estimate

 

 
How to see which Estimate was used to create the Progress Invoice

  • Go to the Invoice
  • At the top will show the linked transactions to the Estimate type attached to the Invoice

 

 

How to see what was previously invoiced by line
Go to the Invoice

  • On each line on the right-hand side, there will be links.
  • Click on the link and it will show Estimate, previous Invoice, and amounts remaining for each line

 

 
Calculation of the total amount Remaining Amount:

The remaining amount does not include tax, discount or shipping. It only includes the line item amounts from the Estimate minus what has been invoiced for that line.

Can I invoice for an amount greater than the estimate?

CAUTION: NO WARNING SIGN

If the estimate line is open, then you can invoice for an amount greater than the estimate.
Once the line on the estimate has been completely invoiced, it will not show as available to invoice.
If you want to still invoice it:
• Change the Estimate amount to the higher number and invoice it
• Add a non-progress line on the invoice

How to change a line on a Bundle
If you want to change or add component items to Bundles, go back to the Estimate, and add it there.

Price Rules (aka Price Levels) in QuickBooks Online

How to set up and use special pricing for selected or all customers in QuickBooks Online?
1. Setup New Customer Type (Dashboard > Sales > Customers > Customer types > New Customer type).
2. Turn on Price Rules (Gear > Your Company > Account and Settings > Sales > Products and Services > Turn on Price Rules).
3. Setup New Price Rules (Gear > Lists > Products and Services > Drop-down arrow under MORE > Price Rules).
4. Create Invoice or Sales Receipt (Create + sign > Customers) > Select (or use default) Price Rules under Rate column.

Educational and Instructional Video:

QuickBooks Online QBO Price Rules (aka Price Levels) – Special pricing for selected or all customers



Coming QBO Improvement – Price Rules (aka Price Level List on QB Desktop)

Manage your multiple price lists for different customer types with ease.
Eliminates the hassle of maintaining and remembering who gets what price for what items.

To turn the Price Levels ON in QBO (COMING FEATURE):
Gear at the upper right corner > Your Company > Account and Settings > Sales > Products and Services > Show Price Rules drop down on sales forms > ON > Save.

On Customer Information page, new ‘Additional Info’ field (next to Attachments) is added to enter Customer Type and Price Rules.


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how to send an invoice late payment reminder to your customers

QuickBooks Online – how to send an invoice late payment reminder to your customers





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When you send an invoice to a customer and also carbon copy (cc) it to someone, will it show viewed if either person looks at the invoice or just the primary recipient

It will show as viewed whoever viewed it (primary or cc). If it’s viewed by both it will show as viewed twice.

Viewed Status Icon: If you open sales transactions (left navigation bar > transactions > sales) under status column, it will show many have opened the invoice and viewed it. It will show one black icon if viewed by one person or two black icons if viewed by both. See attached screenshot.

(Note: In case, you do not see Status column and need to add, go to middle Gear at the far right and select show more and add status column).

sent-invoice-viewed-status

Invoice Activities: Open the invoice in question from the sales transactions or directly from customer center. Under activities (below invoice balance due, next in line to attachments), it will show invoice viewed with date and time record. But it is not possible to identify who actually viewed it (primary or cc person), especially if viewed by just one person unless one or both replied with the message. See attached screenshot.

sent-invoice-viewed-activities






What is the difference between “Paid” and “Closed” status on the Customer’s account page

Basically, you should see the “Paid” status once the sales transactions are complete involving Sales Receipt and Invoice forms. You should see “Closed” status when other steps are involved dealing with the Invoice.

For Sales Receipt – it’s always “Paid” status. It involves a combination of the sales transaction and money received from that sale into one.

For Invoice – you could see 3-status change

  1. Create new invoice = “Open”
  2. Invoice is past due (terms) = “Overdue”
  3. Invoice paid = “Paid”

For “Closed” status

  • Payment received on Invoice
  • Billable Expense to Customer once Invoice is created (create vendor billable expense to customer = “Open” status on customer page)
  • Time Charge to Customer once Invoice is created (create time charge to customer = “Open” status on customer page)
  • Credit Memo once applied against the open invoice or refund (create memo = “Unapplied” status on customer page if not applied yet)
paid closed status
paid closed status

 


 

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How to use track return for customers field shown on deposit form

“Track returns for customers” has to do with whenever you invoice your client for billable expenses (time and material) and the client pays less (for a variety of reasons) than invoice amount. This is a way to correctly track returns for customers account and receive payment to match deposit amount. In case, you will need to invoice deduction portion (same client or different client), you will also check billable box.
See screenshot below.

track returns for customers
track returns for customers

Note: Billable to customers feature option is available in PLUS plan only (not available in Essentials and Simple Start).

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When I create an Invoice, how do I get the packing slip to show the shipping address

First, you will need to enable “Shipping” in the company settings.

Just follow these steps below:
1. Select Company Gear icon at the top right corner.
2. Click to Company Settings, select Sales.
3. Under “Sales form content” place, click the pencil icon and place a checkmark to the box next to “Shipping” to turn on the address.
4. Click on Save.

enable shipping

You also need to put in the customer’s shipping address in the Customer Details section for the shipping address to show in the packing slip.

You can edit your customer’s information through the steps below:

1. Click on the Customers tab on the left navigation bar.
2. Look for that specific customer and click on their name.
3. Once you’re in their account, click on “Customer Details” column.
4. Click on the “Edit button” at the far right side.
5. You can now edit your customer’s shipping address.
6. Once you’re done, click the Save button located on the bottom right corner of the screen.

(You can also add shipping address directly on the Invoice form, but that will not update customer details page)

shipping address

After doing these steps, create an invoice, select Print or Preview (at the bottom) and try to “Print packing slip”.

packing slip

At this time, PACKING SLIP is just for Invoice, it’s not available for Sales Receipt. I’d suggest sending feedback to Intuit QBO team. Just click the Gear icon (upper right corner), and click “Feedback” under Your Company.

feedback screen

Tutorial Video

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