📍 Where can I find this module?
Main menu > Sales > Invoicing
The progress invoice is used to invoice the various stages of a project or work in progress.
Widely used in certain sectors, this invoicing model is applied as work is carried out, rather than invoicing in full at the end of the project.
This invoicing system makes it possible to monitor the project more closely, and to stagger payments according to the work carried out, by means of multiple intermediate invoices.
These invoices are issued on the basis of one or more quotations or a purchase order. The price shown on progress invoices is calculated according to a percentage that we call "Progress", depending on the project or work in progress.
Finally, a closing invoice will be issued on delivery of the project or work, showing the list of progress invoices issued previously and the amount still to be paid, less any payments already made.
**Good to know: **A invoice differs from a invoice , which is typically issued upon signing the quote to request and/or confirm receipt of a payment before the service begins.
And in Kafinéa? #
The progress invoice is a feature specific to sales invoice and can be selected when the invoice is created.
Selecting this option in the ProgressInvoicing group, brings up the characteristic fields for the function.
Direct creation #
When creating theinvoice progressinvoice for a project, after selecting the customer account and carefully entering the invoice subject, you should import the lines from one or more quotes or purchase orders using the "Import quote lines" and "Import purchase order lines " buttons located at the bottom of the page.
If the invoice progressinvoice already exists, you should select the previous invoice (from the Invoicing group), always after selecting the customer account. The detail lines will be added automatically.
When the invoice is saved, the progress number is automatically incremented according to the previous progress invoice selected.
You can duplicate an invoice . In this case, it is **essential** to select a previous invoice . The detail lines will then update automatically.
Creating from a quote #
Creating from a purchase order #
Detail lines #
Once the invoice lines have been imported using one of the methods described above, the elements used to define the progress of a detail are available in each line, in the form of a 5-column summary table, 3 of which are read-only.
**Total, Quantity**: The total quantity listed on the quote. This value is for informational purposes only and cannot be changed on the invoice.
**Previous: %, Quantity**: This refers to the quantity or percentage equivalent already billed in previous progress invoices. This value is for informational purposes only and cannot be changed in the invoice. For the first invoice , these values are set to 0.
**Current: %, Quantity**: This represents the quantity or percentage of completion as of today's date. These values must be entered by the user creating the invoice. The values entered in these fields will automatically generate the amount to be billed for this invoice.
**Example: ** As of today, the project is 60% complete.
The Total section shows a quantity of 20 items.
The Previous section shows a quantity of 2, i.e. 10%. At this point, we can deduce that 10% progress has already been invoiced for this project.
The value 60% should be entered in the Current section, i.e. a quantity of 12 (12 items out of 20 have already been physically used for the project). A quantity of 10 will be automatically deducted by the system in order to invoice the missing complement to achieve 60% progress.
The line detail also contains the option: Progress completed , in the form of a checkbox.
This option allows you to define that the detail will not progress any further, even if the 100% mark is not reached. If this option is selected, the boxes in the 'Current' section will be read-only. It will not be possible to invoice this line on the next progress invoice , as long as this option is selected.
**Good to know: **It is not possible to bill an item for more than 100%. Logically, the additional work must be covered by an approved quote, which can then be added to the invoice. It is also possible to add a “free-form” item or service line that is not linked to a quote or purchase order. If such a line is added to a invoice , it will also be available for the next invoice .
Good to know: You can organize the invoice for greater readability by adding sections using the Add Section button at the bottom of the page. The section is automatically numbered, and an explicit title can be added.