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The progress invoice, or situation invoice, allows for invoicing the different stages of a project or ongoing work.
Widely used in certain sectors, this invoicing model is issued progressively as work is completed, rather than invoicing the total at the end of the project.
This invoicing system allows for: better project monitoring, and staggered payments based on work completed through multiple interim invoices.
These invoices are established based on one or more quotes or a purchase order. The price on the situation invoices is calculated according to a percentage that we will call “Progress” based on the project or ongoing work.
Finally, a closing invoice will be issued upon delivery of the project or work, which will indicate the list of previously issued progress invoices as well as the remaining amount to be paid after deducting payments already made.
**Good to know:** The progress invoice differs from the down payment invoice, which is generally issued upon signing the quote to request and/or confirm payment before the start of the service.
And in Kafinéa? #
The progress invoice is a feature specific to sales invoices and can be selected when creating the invoice.
Selecting this option in the Progress Invoicing group displays the fields characteristic of the feature.
Direct creation #
In the case of the ***initial progress invoice*** for a project, after selecting the customer account and carefully entering the invoice subject, it will be necessary to import the lines from one or more quotes or purchase orders using the Import lines from a quote and Import lines from a purchase order buttons available at the bottom of the page.
If the initial progress invoice already exists, it will be necessary to select the previous progress invoice (from the Progress Invoicing group), always after selecting the customer account. The detail lines will be added automatically.
When saving the invoice, the progress number will automatically be recorded and incremented based on the previously selected progress invoice.
It is possible to duplicate an existing invoice. In this case, it is** imperative **to select a new previous progress invoice. The detail lines will then update automatically.
Creation from a quote #
Creation from a purchase order #
Detail lines #
Once the invoice lines have been imported using one of the methods described above, the elements for defining the progress of a detail are available in each line, in the form of a summary table with 5 columns, 3 of which are read-only.
**Total, Quantity**: the total quantity indicated on the quote. 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 to date. These values are to be entered by the user creating the invoice. The choice of values for these fields 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 indicates a quantity of 20 items.
The Previous section indicates a quantity of 2, or 10%. At this stage, we can deduce that 10% of the progress has already been invoiced for this project.
It will be necessary to enter the value 60% in the Current section, which corresponds to a quantity of 12 (12 out of 20 items have already been physically used for the project). The system will automatically deduct a quantity of 10 to invoice the missing complement to reach 60% progress.
The line detail also contains the option: Progress completed, as a checkbox.
This option allows defining that the detail’s progress will not go further, even if 100% is not reached. If the option is selected, the fields 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 the option is selected.
**Good to know:** It is not possible to invoice a line beyond 100%. Logically, any surplus work must be subject to a validated quote that can be added to the invoice. It will also be 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: It is possible to organize the invoice for better readability by adding sections using the Add Section button, available at the bottom of the page. The section is automatically numbered, and an explicit title can be added.