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Partial and Progress Invoicing

 

Contents:

Invoicing Percentage of Quote

Invoicing Fixed Amount of Quote

Invoicing Line Items on Quote

Invoicing by Cut-off Date

 

 

 

Invoicing Percentage of Quote

This is very useful if you create deposits based on a percentage, or have a set schedule of billing to uphold with your customer that is based on a percentage of the completed work.

 

Within the relevant Quote, click Approve > Accept.

Progress_Invoice_-_1.png

 

Once the Quote has been accepted, click Copy to Invoice.

Progress_Invoice_-_2.png

Note: A new pop-up window will appear. 


Using the drop down menu, set the Invoice Type to Percentage of quote.

Note: Once you've set the Invoice Type, the following fields will be made visible:
  • Select Quote - This will automatically be set to the corresponding quote.
  • Percentage of Quote - Choose the percentage you wish to base the invoice off.
  • Group quote line items into single line item on the invoice - All line items on the quote will be grouped into a single line item on the invoice. Note: This setting will be enabled by default. 
  • Group quote sections into a single line item on the invoice - Only groups quote sections into single line items on the invoice.
  • Group kits into a single line item on the invoice - Only groups kits into single line items on the invoice.
Note: For the purpose of this walkthrough, we've set the percentage amount to 10% and we'll be grouping all line items into one single line item on the invoice.
Note: The setting Group quote line items into single line item on the invoice will be enabled by default. If you choose to keep this enabled, Tradify will add a reference to the line item description which states the linkage between the Progress Invoice and the Quote. Tradify will also apply the percentage to the quantity of each line item so that you can still track inventory correctly. If you choose not to group, the descriptions will stay in their original state.

 

To create the invoice, select Create draft invoice.

Progress_Invoice_-_3.png

 

Note: Tradify will now pre-populate the following fields on the invoice based on the information supplied on the Quote:
  • Customer
  • Site 
  • Pricing Level
  • Reference
  • Document Theme
  • Description
  • Invoice Date
  • Due Date - based off your customer settings. 


Progress_Invoice_-_4.png

 

Once you're ready to approve, click the Approve button to finalise the invoice. If you'd like to save the invoice as a draft so it can be amended at a later date, click Save Draft.

Progress_Invoice_-_6.png

 

If you would like to create another percentage based invoice, simply reopen the quote and follow the same process.

Note: When you reopen the Quote, Tradify will display all linked invoices within the cost breakdown (as shown below).

Important Note: If you make any amendments to the invoice after it's been created, these amendments will not show through on the quote.

Progress_Invoice_-_7.png

 

 

 

 

Invoicing Fixed Amount of Quote

If you need to invoice a standard amount from a quote, this feature will effectively allow you to do this without having to alter any individual line items. This can also be useful in building deposit invoices and also for billing based on a schedule (if you have predetermined amounts agreed with your customer).

 

Within the relevant Quote, click Approve > Accept.

Progress_Invoice_-_8.png

 

Once the Quote has been accepted, click Copy to Invoice.

Progress_Invoice_-_9.png

Note: A new pop-up window will appear. 

Using the drop-down menu, set the Invoice Type to "Fixed Amount".

Note: Once you've set the Invoice Type, the following fields will be made visible:
  • Quote - This will automatically be set to the corresponding quote.
  • Invoice Amount - Choose the amount you wish invoice.
Note: For the purpose of this walkthrough, we've set the invoice amount to $100.00.

 

To create the invoice, select "Create draft invoice". 

Progress_Invoice_-_10.png

 

Note: Tradify will now pre-populate the following fields on the invoice based on the information supplied on the Quote:
  • Customer
  • Site 
  • Pricing Level
  • Reference
  • Document Theme
  • Invoice Date
  • Due Date - based off your customer settings. 


Progress_Invoice_-_11.png

 

Note: Tradify will create a line item for the fixed amount. The description will state the amount and the corresponding quote.

Progress_Invoice_-_12.png
 

Once you're ready to approve, click the Approve button to finalise the invoice. If you'd like to save the invoice as a draft so it can be amended at a later date, click Save Draft.

Progress_Invoice_-_13.png

 

To create another invoice for the quote, simply reopen the quote and follow the same process.

Note: When you reopen the Quote, Tradify will display all linked invoices within the cost breakdown (as shown below).


Progress_Invoice_-_14.png
 

 

 

 

Invoicing Line Items of Quote

This option is particularly useful if you need to invoice stages of work. For example, you could be building out a new kitchen and bathroom, but only want to invoice the kitchen in the first instance.

 

Within the relevant Quote, click Approve > Accept.

Progress_Invoice_-_15.png 

Using the checkboxes, highlight the items you'd like to invoice and then select "Create invoice from selection".

Progress_Invoice_-_16.png 

Note: Tradify will now pre-populate the following fields on the invoice based on the information supplied on the Quote:
  • Customer
  • Site 
  • Pricing Level
  • Reference
  • Document Theme
  • Description
  • Invoice Date
  • Due Date - based off your customer settings.

 

Progress_Invoice_-_17.png

 

Note: Tradify will also pull through the selected line items.


Progress_invoice_-_18.png


Once you're ready to approve, click the Approve button to finalise the invoice. If you'd like to save the invoice as a draft so it can be amended at a later date, click Save Draft.

Progress_Invoice_-_19.png

 

To create another invoice for the quote, simply reopen the quote and follow the same process.

 

Note: When you reopen the Quote, Tradify will show a tick icon against each line item that has already been invoiced. It'll also display all linked invoices within the cost breakdown (as shown below). 
Important Note: If the selected line items are deleted off the invoice, then the corresponding ticks will be removed from the quote. However, if you make and amendments to the line items on the invoice, the ticks will be left as is. Please also note, Tradify will only tick line items that have been selected. If you choose to invoice the remaining amount without selecting the items, then these will be left unticked.


Progress_Invoice_-_20.png

 

 

 

 

 

Invoicing by Job Cut-Off Date

In Tradify, material entries all include a Cost Incurred Date which represents the date at which the cost was entered.

Note: This only relates to material line items. For Time/Labour, Tradify assumes the date and time entered on the Timesheet Entry as the date and time stamp.


To add or amend a cost incurred date, just open the relevant Job and head over to Costs > then select the line item you wish to add or amend the date on.

Progress_Invoice_-_24.png 

Note: When producing a Time & Materials invoice, you have the option of entering a Cut-off Date. In this event, Tradify will pull through any line items that have a Cost Incurred date that is set prior (or equal) to the cut-off date.

Once you're ready to create the invoice, head over to the Invoice tab and select New Invoice.

Progress_Invoice_-_25.png

 

Note: A new screen will appear allowing you to input your invoice preset settings.

 

Select Time & Materials From Job and then enable Use cut-off date. Using the calendar view, enter in the relevant cut-off date and then select Create draft invoice to create your invoice.

Progress_Invoice_-_26.png

 

Note: Tradify will now pre-populate the following fields on the invoice based on the information supplied on the Job.
  • Customer
  • Site 
  • Pricing Level
  • Reference
  • Document Theme
  • Description
  • Invoice Date
  • Due Date - based off your customer settings.

 Progress_Invoice_-_27.png

 

Note: Tradify will also pull through any line items that have a Cost Incurred date that is set prior to the cut-off date.

 

Progress_Invoice_-_28.png

 

Once you're ready to approve, click the Approve button to finalise the invoice. If you'd like to save the invoice as a draft so it can be amended at a later date, click Save Draft.

 

Progress_Invoice_-_29.png

 

Note: To see which items have been invoiced and which haven't, head back to the Cost section of the Job and look at the markers on the left hand side of the item. If the marker is green, it means the items has been invoiced. If the marker is red, it means the item has yet to be invoiced. 
Note: The screenshot below indicates that the items have already been invoiced.

 

Progress_Invoice_-_30.png

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