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Partial and Progress Invoicing - Mobile

 

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.

Important Note: There are two workflows to create a partial invoice based off a percentage of your Quote. The scenario below shows how to do it from within a Quote. However, you can also achieve this by going to Invoice > create a New Invoice > select the Customer > choose "From a Quote" > then choose "Percentage of Quote".

 

Within the relevant Quote, click Approve > Accept.

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Click the Options tab (3 dots) and select "Copy Quote to Invoice".

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Choose the option "Percentage of Quote".

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Note: A new pop-up window will appear with the following fields:
  • Percentage of Quote - Choose the percentage you wish to base the invoice off.
  • Quote Total - Total amount of the selected Quote.
  • Invoiced - Total amount that's already been invoiced for this Quote.
  • Yet to be Invoiced - Amount remaining to be invoiced for this Quote.
  • 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. 
  • 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 your line items, the descriptions will stay in their original state.

To create the invoice, select "Next".

Progress_Invoice_M_-_4.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. 
Note: Tradify will create a line item for the fixed amount. The description will state the amount and the corresponding quote.

Progress_Invoice_M_-_6.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_M_-_7.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).

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_M_-_8.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).

Important Note: There are two workflows to create a partial invoice based off a fixed amount of your Quote. The scenario below shows how to do it from within a Quote. However, you can also achieve this by going to Invoice > create New Invoice > select the Customer > choose "From a Quote" > then choose "Fixed Amount".

 

Within the relevant Quote, click Approve > Accept.

Progress_Invoice_M_-_9.png

Click the Options tab (3 dots) and select "Copy Quote to Invoice".

Progress_Invoice_M_-_10.png

Choose the option "Fixed Amount".

Progress_Invoice_M_-_10.png

Note: A new pop-up window will appear with the following fields:
  • Fixed Amount - The amount you wish to invoice.
  • Quote Total - Total amount of selected Quote.
  • Invoiced - Total amount that's already been invoiced for this Quote.
  • Yet to be Invoiced - Amount remaining to be invoiced.
Note: For the purpose of this walkthrough, we've set the invoice amount to $100.00.

To create the invoice, select "Next".

Progress_Invoice_M_-_12.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. 
Note: Tradify will create a line item for the fixed amount. The description will state the amount and the corresponding quote.

Progress_Invoice_M_-_13.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_M_-_14.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_M_-_15.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.

Important Note: There are two workflows to create a partial invoice based off your quoted line items. The scenario below shows how to do it from within a Quote. However, you can also achieve this by going to Invoice > create a New Invoice > select the Customer > choose "From a Quote" > then choose "Selected Line Items".

 

Within the relevant Quote, click Approve > Accept.

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Click the Options tab (3 dots) and select "Copy Quote to Invoice".

Progress_Invoice_M_-_17.png

Choose the option "Selected Line Items".

Progress_Invoice_M_-_18.png

Note: Tradify will now populate the full list of quoted items. To highlight your items to invoice, simply click on the relevant items and a tick icon will appear on the right-hand side. Once you've highlighted all the relevant items, click "Next".

Progress_Invoice_M_-_19.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.
Note: Tradify will also pull through the selected line items.

Progress_Invoice_M_-_20.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_M_-_21.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_M_-_22.png

Important Note: In order to see which Items have been invoiced on the Quote, you'll need to re-open the Quote > click on the Options tab > select Copy Quote to Invoice > and then click on "Selected Line Items". Items that have been invoiced will be displayed in grey with a tick icon on the right-hand side of them.
If the selected line items are deleted off the invoice, then the corresponding ticks will be removed from the quote. However, if you make any 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.

 

 

 

 

 

 

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 & 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 amend the date on and then select Cost Incurred Date.

Progress_Invoice_M_-Cost_Incurred.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 Job > select the Invoice tab and then select "New Invoice".

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Choose "Time & Materials Invoice".

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Note: The following options will be display:

Cut-off-Date - the date that you want to invoice up until.

Group materials into a single line item on the invoice - groups all materials items into a single line item.

Note: For the purpose of this walkthrough, we have disabled "Group materials into a single line item on the invoice".

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Set the relevant Cut-off-Date and click "Next".

Note: Tradify will now pre-populat/e 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.
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_M_-_26.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_M_-_27.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_M_-_28.png

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