Creating a Progress Invoice for Actual Time and Costs

You can use these instructions, as work proceeds on a job, to create progress invoices for the work completed to date.

Alternatively, if you wish to invoice your client for a lump sum, follow the instructions for Creating a deposit invoice with no quote.

If you wish to invoice the client for specific tasks or costs, see Creating a progress invoice for miscellaneous costs.

Progress invoices can be created using the Work in Progress Manager, Client Manager, Invoice Manager or Job Manager.

Creating the invoice

To create a progress invoice for a job based on actual time and costs:

  1. Open the Invoice Information screen using the:

    ClosedWork in Progress Manager
    1. In the Business menu, select Work in Progress > List tab.
    2. Use the checkbox to the left of the client name to select one or more clients to invoice.
    3. Invoice.
    4. On the Invoice dialog, provide the following information, as required.
      FieldDescription
      DateThe date to appear on the invoice. Type the required date or select it from the drop-down calendar.
      TypeThe invoice type. Select Progress.
      Invoice

      What the invoice is based on. Select WIP.

      Grouped by

      Controls how invoices are grouped for output. Grouped by:

      • Client puts all invoices for each selected client into a single file.
      • Job creates a separate file for each job.
    5. Create. The requested draft invoice (or invoices) are created.
    6. Select View details. The Invoice Manager (Business > Invoices), Draft tab is opened to list the invoice (or invoices).
    7. Do one of the following:
      • Use the checkbox to the left of the client name to select one or more invoices to approve, delete or print, as required. Stop here! Continue with Step 2 below only if you wish to check or modify an invoice.
      • Drill down on the client name to open an invoice for checking. Continue with Step 2 below.

  1. On the Invoice Information screen, provide the following information, as required.
    FieldDescription
    Pricing Mode

    The pricing method to use for prices in the invoice. Prices are calculated depending on the Invoice Type you selected earlier.

    • Select Calculated Price if you want to use the prices shown.
    • Select Fixed Price if you want to specify the price directly for one or more billable items. This option allows you to adjust prices to exactly the values you want to use.
    Tax

    The tax type and rate to apply to costs in the invoice. If you have more than one rate set up, select the required rate. For details, see Organisation Settings > Financial settings.

  2. Deselect any items that you do not wish to include in this invoice. Any deselected times or costs will be kept in WIPWork In Progress in WorkflowMax is all uninvoiced staff time and disbursements recorded on client jobs. and carried forward for future billing.
  3. Make any final adjustments, if required.

    Changes to invoiced hours will have no effect on the billable amount if you selected the Fixed Price Pricing Mode above.

    ClosedAdjust the invoiced hours

    1. Do one of the following:
      • Drill down on a task shown in the invoice (to adjust time for that task), or
      • (in Job Manager only) Select the Time Sheets tab (to adjust time for any task or staff member).
    2. Change a value under the Invoice column to show the number of hours you wish to invoice for.
      Invoice valueSelect ... in Billable? columnStatus
      Invoice = TimeYes. The client will be invoiced for the time worked.-
      Invoice > TimeYes. The client will be invoiced for more time than was worked.Write onIn WorkflowMax, a write on is an increase in the amount you will charge for time or costs (or both). For example, you might do this if you charge a minimum of an hour's time for the first hour worked even if you worked less than this. See also: Write off.

      Invoice < Time

      (Invoiced value may be zero)

       

      Yes. The client will be invoiced for less time than was worked.

      No. The client will not be invoiced for the time worked.

      Unbilled time is not included in future WIP and will not be available for invoicing again (see Future, below).

      		Write offIn WorkflowMax, a write off is a reduction in the amount you will charge for time or costs (or both). For example, if an inexperienced employee spends more time on a job than expected, you might charge for less time than was actually worked. See also: Write on.
      Future. Unbilled time will be kept in WIP for future billing.Carry forward
    3. Repeat Step b. until you have made all necessary adjustments to billed time.
    4. Save your changes.

    The Invoice Summary at the bottom of the screen will be updated to reflect any changes. Notice that the:

  1. Check that the information shown is correct, then do one of the following.

    ButtonDescription
    Save Draft & Print

    Saves current invoice information and displays the Print Invoice screen.

    Save DraftSaves current invoice information and displays the Invoice manager screen (Overview tab). You can edit invoices while they are in the draft state.
    Approve & PrintSaves current invoice information and displays the Print Invoice screen. Once an invoice has been approved, it cannot be changed.
    ApproveSaves current invoice information and displays the Invoice manager screen (Overview tab). Once an invoice has been approved, it cannot be changed.
    CancelDeletes the current draft invoice. You might use this option if you found errors.

Related tasks

Adding a task to an invoice

Adding multiple tasks to an invoice

Adding a cost to an invoice

Adding multiple costs to an invoice

Applying markup to invoice costs

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