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How do you produce a Progress Claim Invoice in Tradify?

There are three ways to generate a progress claim invoice in Tradify: 

  1. Percentage Based Quote Invoice
  2. Task Based Time & Materials Invoice
  3. Time & Materials Invoice Based on a Cut Off Date  

Percentage Based Quote Invoice

1 & 2 - Create a Invoice from the Quote - Open the Job, click on the "Invoices" tab, click on the "New Invoice" button

3 - Select "Copy Quote to Invoice"

4 - Select the Quote you wish to copy to an Invoice

5 - If the Quote has Sections, you can optionally select to "Group Quote Sections into a single line item".  If your Quote has Kits and no sections, then you can also select to "Group Kits into a single line item on the Invoice".  In this example we will Group Sections. 

6 - Click "OK" to copy the quote lines as required to the Invoice

7 - Enter a Reference to include the Job No and the Percentage Claimed in the invoice to make reconciliation easier.

8 - Enter details in the Invoice Description to indicate that this is a Progress Claim and perhaps the total Quote value and balance remaining after this invoice.  This is optional and will help the customer make sense of the invoice values and this detail will also feed through to your accounting system.

9 - Using the Discount column to enter the inverted percentage of what you want to invoice, i.e. 40% deposit would require you to enter 60% into the discount column on each of the lines.    


If you selected to "Group the Quote Sections into single line items on the invoice", then the Quantity field on each line will always be 1.  In this case you could use the quantity as a factor instead, according to the progress claim you are making, i.e. 40% would be 0.4 etc, as shown below.

When you progressively do this for each progress claim percentage, thereby producing an invoice for each portion of the total, you can simply repeat the process as outlined above.

 

NOTE: To use the Discount column for Progress Claims, but not show it, we recommend creating a Document Theme where the discounts are hidden, see Settings > Invoice Quote & Purchase Settings >Document Themes > Open up the Document Theme or create a new one if required and then click on the Invoice tab and uncheck the  document display option, "Show Discounts". 


In a future release Progress Claims will be made far easier and more specific to percentage based progress billing processes.

 

Task Based Time & Materials Invoice

In Tradify, Tasks can be allocated to time and material entries on a Job.

  

This adds another dimension to invoicing in that you can select to invoice the time and materials for a specific task.  So if a Task is complete, you can invoice just that portion of the costs.

1 & 2 - Click on the "Invoices" tab while in the Job and then click on "New Invoice"

3 - Select "Time & Materials Invoice"

4 - Select the Task/s you wish to invoice

5 - Click "OK" to confirm the selections

6 - Enter a Reference to include the Job No and the Progress Claim details in the invoice to make reconciliation easier (Optional)

7 - Enter details in the Invoice Description to indicate that this is a Progress Claim.  This is optional and will help the customer make sense of the invoice values and this detail will also feed through to your accounting system.

 

Time & Materials Invoice Based on a Cut Off Date

In Tradify, material entries all include a date and time stamp according to the date and time they were entered on a Job.

Time entries assumes the date and time entered on the Time Entry as the date and time stamp.

When producing a Time & Materials based invoice, you have the option of entering a Cut-off Date.  Tradify references the dates on the Time & Material lines on the Job and pulls all those with a date up to and including the Cut-off Date onto the invoice.

1 & 2 - Click on the "Invoices" tab while in the Job and then click on "New Invoice"

3 - Select "Time & Materials Invoice"

4 - Place a tick in the check box, "Use Cut-off Date" and enter a date

5 - Click "OK" to confirm the selections

NOTE: Only the time entries and material costs entered up to and including the date entered as the Cut-off Date will be invoiced.

6 - Enter a Reference to include the Job No and the Progress Claim details in the invoice to make reconciliation easier (Optional)

7 - Enter details in the Invoice Description to indicate that this is a Progress Claim.  This is optional and will help the customer make sense of the invoice values and this detail will also feed through to your accounting system.

 

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