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: The progress invoice differs from the deposit invoice , which is usually issued when the quotation is signed, to request and/or record payment before work 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 #
In the case of the initialinvoice project progress invoice, after selecting the customer account and carefully filling in the invoice subject, you will need to import the lines of one or more quotations or purchase orders, using the Import quotation lines and Import purchase order lines buttons available at the bottom of the page.
If the initial progressinvoice already existsselect the previous progress invoice (from the Progress Invoicing group), again 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.
It is possible to duplicate an existing invoice . In this case, you must select a new invoice from the previous progress invoice. The detail lines will then be updated 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 indicated on the quotation. This value is for information only and cannot be changed in the invoice.
Previous: %, Quantity : This is the quantity or percentage equivalent already invoiced in previous progress invoices. This value is for information only and cannot be changed in the invoice. In the case of the first progress invoice , these values are 0.
Current: %, Quantity : This is the quantity or percentage equivalent of the progress at the current date. These values are to be entered by the user creating the invoice. Choosing values for these boxes will automatically generate the quantity to be invoiced for this invoice.
Example: To date, the actual progress of the project is 60%.
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 invoice a line above 100%. Logically, extra work must be covered by a validated estimate, which can then be added to the invoice. It is also possible to add a 'free' item or service line, not linked to a quote or purchase order. If such a line is added to a progress invoice , it will also be available for the next progress 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.