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.

How to change transaction numbers like invoice number sequence

Transaction reference numbers help you easily identify transactions. QBO will automatically assign transaction numbers in sequence. But if you want to change the starting custom transaction number of your own, you can do so. You would want to turn the company settings ON once, assign a custom number and turn it OFF again so that QBO can identify number sequence based on the last transaction number.

A separate number sequence appears on:

  • Invoices, sales receipts, refund receipts, and credit memos
  • Delayed charges and Delayed credits
  • Estimates
  • Purchase orders

For Statements, QBO will automatically control the numbers that reference identify so you can’t change it.

QBO lets you customize your transaction numbers.

How do custom transaction numbers work?
When you turn ON custom transaction numbers:

  • You can change transaction numbers when you create or modify a transaction.
  • Transaction numbers can include letters (such as 2017-1001).
  • New transactions get new numbers (such as 2017-1002), based on the last transaction. You’ll be warned if you try to enter a duplicate transaction number.

When you turn OFF custom transaction numbers:

  • Transaction numbers are never changeable, even numbers created with custom transaction numbers on.
  • Transaction numbers are assigned when transactions are created.
  • Transaction numbers are sequential, based on the last number, starting at 1.

To turn custom transaction numbers ON or OFF from the company settings:

Click the Gear icon at the upper right corner > Your Company > Account and Settings).

 

For customer transaction numbers on sales forms:

Click “Sales” on the left, and then click the edit icon for “Sales form content”. Select the “Custom transaction numbers” checkbox, and click Save.

 

For custom numbers on purchase orders:

Click Expenses on the left, and then click the edit icon for Purchase orders. Click the “Use purchase orders” checkbox. Select the “Custom transaction numbers” checkbox, and click Save.

 

To reset your transaction numbers again:

  • Select the Custom transaction numbers checkbox, and click Save
  • Create a transaction with a new starting number.
  • Clear the Custom transaction numbers checkbox, and click Save.

 





 





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Is there a way to create a sales receipt from an estimate

QBO is not set up to go from Estimate to Sales Receipt at this time. Currently, you create Estimate and then “copy estimate to invoice” to create an Invoice. There is no partial copy so it’s done just one-time. You receive payment against that invoice.

Workaround steps from Estimate to Invoice may also work as faster as creating from Estimate to Sales Receipt approach. Follow these steps, it may work as an alternative to Estimate to Sales Receipt.

1. Create Estimate (create + sign > customers > estimate)
estimate1
 
2. Copy to Invoice (either directly from estimate or from invoice form by selecting a customer)
invoice1
 
3. Select “Save” (bottom right, blue bottom) Invoice
invoice2
 
4. Once saved the invoice, you will promptly notice “Receive Payment” button added at the upper right corner. Click “Receive Payment” link.
invoice3
 
5. Receive Payment against the invoice. Done.
invoice4
 

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