Turn on and use progress invoicing in QuickBooks Online

There are 3 ways to create a progress invoice: from an estimate, from the Transaction list, and as a direct invoice.

Note: Progress invoicing is a standalone feature in all versions of QuickBooks Online. QuickBooks Online Plus users can also use it when using the Projects feature.

Turn on progress invoicing

Progress invoicing can be turned on automatically for some users. If it’s not, you can turn it on from the Account and Settings page.

  1. From the toolbar, select the Gear icon.
  2. Under Your Company, select Account and Settings (or Company Settings).
  3. From the left menu, select Sales.
  4. In the Progress Invoicing section, select the edit (pencil) icon.
  5. Select the Create multiple partial invoices from a single estimate checkbox.
  6. Select Save, then Done.

Use progress invoicing

Option 1: Create progress invoices from estimates

Option 2: Create progress invoices directly

Option 3: Create progress invoices from the Transactions list

Track progress invoices and amounts

Once you save a progress invoice, a few things happen:

  • The invoice now displays an Estimate Summary to track the progress. You’ll see:
    • A link to the original estimate and the amount
    • A link to each Invoice linked to the original estimate, and the amount of each
    • The current invoice amount
    • The total invoiced amount
  • The original estimate now shows additional information, such as:
    • Linked transactions: Provides a pop-up list with links to all related invoices and the amount and date of each
    • Remaining column: Shows the amount left to invoice for each line
    • Remaining subtotal: Displays the amount left to invoice for the entire estimate
    Note: The amounts in the Remaining column and Remaining subtotal field don’t include tax, discount, or shipping. They only display the line item or subtotal amount, less the amount on the invoice you created.

You can also track progress invoices using the Estimates & Progress Invoicing Summary by Customer report.
This report shows the original Amount of each estimate, the Invoiced amount and % Invoiced, and the remaining balance.

  1. From the left menu, select Reports.
  2. In the Sales and Customers section, select Estimates & Progress Invoicing Summary by Customer.

Update customer emailed invoices

If you’re emailing the progress invoice to customers, you can add an EstimateSummary and a Due column to invoices.

  • Due: Column shows the amount still due for each line item.
  • Estimate Summary: Shows the estimate number and amount, invoices previously created for the estimate, and total amount invoiced.

To add this information:

  1. From the toolbar, select the Gear icon.
  2. Under Your Company, select Custom Form Styles.
  3. From the New style drop-down, select Invoice.
  4. On the Design tab, select Change up the template and choose Airy classic.
  5. Select Edit print settings and ensure the Fit printed form with pay stub in window envelope checkbox is not selected.
  6. Go to the Content tab, then select the Activity section of your invoice.
  7. Select Show more activity options, then mark the Show progress on line items (email only) box.
  8. Select the Footer section.
  9. In the Display section, select Estimate summary (email and web only).
  10. Select Done.

You can also add the Estimate Summary and Due column to printed invoices. Simply apply the template used for emailed invoices to individual invoices before printing.

  1. Open the saved progress invoice to print.
  2. Select Customize, then select the Airy template from the pop-up menu.
  3. Select Print or Preview to review the progress invoice.

Make changes to your estimates

You can update your progress invoices by updating your estimates.

Change an estimate

If you need to change an estimate you can:

  1. Open the estimate and make your changes.
  2. Create a new estimate and make a new progress invoice from it.

Increase the amount of a line item on an estimate

You can increase the amount of a line item on an estimate only if the item hasn’t been fully invoiced. If it has, it can’t be changed. To update the line item, enter the amount greater than the original estimate amount in the column for the line item.

Delete a line item

Do you want to delete a line item? Select the trash can icon on that line, then select Remove line. Don’t select Unlink as this won’t delete the item or the amount.

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