Create a progress invoice for actual time and costs

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

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

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

Creating the invoice

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

1. Open the New invoice - Draft screen using the:
   • Dashboard
     1. On the Dashboard screen, select + Quick Add > + Create new progress invoice.
     2. On the New Invoice screen, provide the following information, as required.

        Field	Description
        Client	Select the name of the client that you wish to produce the invoice for. To reduce the number of client names listed, start typing the client's name in the search box in the client drop-down list.
        Contact	The client contact person that the invoice will be sent to. This person's name will appear in the invoice. If you are planning to invoice more than one job, it is best to leave the Contact field blank. Leaving the Contact blank ensures that all available jobs for the client are displayed, rather than only those jobs for the selected contact person.
        [invoice type]	The invoice type. Make sure that Job Invoice is selected.
        Invoice Date	The invoice cut-off date. This date will be shown on the invoice. Work that has been completed up to or including this date will be included in the invoice. Any work completed after this date will be ignored.
        Invoice Type	Type of invoice to produce. Select Actual Time and Costs to create an invoice for work completed (and costs incurred) to date.
        Jobs	Jobs to include in the invoice. Select one or more jobs. Jobs based on a quote show a non-zero value in the Quoted column.

     3. Click Next. The New Invoice - Draft screen is displayed.

   • Client Manager
     1. In the main menu, select Clients. A list of all active and lead clients is displayed. You cannot invoice lead clients as they do not yet have a job associated with them.
     2. Use the search and filter features, as required, to refine the client list.
     3. Drill down on the name of the client you wish to invoice.
     4. On the client detail screen, select Client Actions > + Create new progress invoice.
     5. On the New Invoice screen, provide the following information, as required.

        Field	Description
        Client	The name of the client that you wish to produce the invoice for. You cannot change this here.
        Contact	The client contact person that the invoice will be sent to. This person's name will appear in the invoice. If you are planning to invoice more than one job, it is best to leave the Contact field blank. Leaving the Contact blank ensures that all available jobs for the client are displayed, rather than only those jobs for the selected contact person.
        [invoice type]	The invoice type. Make sure that Job Invoice is selected.
        Invoice Date	The invoice cut-off date. This date will be shown on the invoice. Work that has been completed up to or including this date will be included in the invoice. Any work completed after this date will be ignored.
        Invoice Type	Type of invoice to produce. Select Actual Time and Costs to create an invoice for work completed (and costs incurred) to date.
        Jobs	Jobs to include in the invoice. Select one or more jobs. Jobs based on a quote show a non-zero value in the Quoted column.

     6. Click Next. The New Invoice - Draft screen is displayed.

   • Invoice Manager
     1. In the Business menu, select Invoices > + Create New Invoice > + Progress Invoice.
     2. On the New Invoice screen, provide the following information, as required.

        Field	Description
        Client	Select the name of the client that you wish to produce the invoice for. To reduce the number of client names listed, start typing the client's name in the search box in the client drop-down list.
        Contact	The client contact person that the invoice will be sent to. This person's name will appear in the invoice. If you are planning to invoice more than one job, it is best to leave the Contact field blank. Leaving the Contact blank ensures that all available jobs for the client are displayed, rather than only those jobs for the selected contact person.
        [invoice type]	The invoice type. Make sure that Job Invoice is selected.
        Invoice Date	The invoice cut-off date. This date will be shown on the invoice. Work that has been completed up to or including this date will be included in the invoice. Any work completed after this date will be ignored.
        Invoice Type	Type of invoice to produce. Select Actual Time and Costs to create an invoice for work completed (and costs incurred) to date.
        Jobs	Jobs to include in the invoice. Select one or more jobs. Jobs based on a quote show a non-zero value in the Quoted column.

     3. Next. The New Invoice - Draft screen is displayed.

   • Job Manager
     1. In the Jobs menu, select Jobs.
     2. On the Job Manager screen, drill down on the job number of the job you want to invoice.
     3. On the job detail screen, select Job Actions > + New Progress Invoice.
     4. On the New Invoice screen, provide the following information, as required.

        Field	Description
        Invoice Type	Type of invoice to produce. Select Actual Time and Costs to create an invoice for work completed (and costs incurred) to date.
        Include all...	The Include All Phases in Invoice checkbox is displayed only if there are phases currently set up on the job. To include the job's phases on the invoice, make sure this checkbox is selected. To include only the job's tasks and costs, but not the phases, deselect this checkbox. To ensure that the Include All Phases in Invoice checkbox is selected by default, go to > General > Organisation Settings > Invoice section and select the Include Phases checkbox.
        Date	The invoice cut-off date. This date will be shown on the invoice. Work that has been completed up to or including this date will be included in the invoice. Any work completed after this date will be ignored.

     5. Click Save. The New Invoice - Draft screen is displayed.

   • Work in Progress Manager
     1. In the Business menu, select Work in Progress. Scroll down to the List section.
     2. Use the checkbox to the left of the client name to select one or more clients to invoice.
     3. Click Invoice.
     4. In the Invoice dialog, provide the following information, as required.

        Field	Description
        Select Date	The date to appear on the invoice. Type the required date or select it from the drop-down calendar.
        Type	The 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. Click Create New Invoice. The requested draft invoice (or invoices) are created.
     6. Select View details (below main menu, with green background). The Invoice Manager (Business > Invoices), Draft tile 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.
2. On the New invoice - Draft screen, provide the following information, as required.

   Field	Description
   Invoice Information
   Date	Invoice date. The Invoice Date set earlier is the default, but you can pick another date from the drop-down calendar, if you wish
   Due Date	The date the invoice is to be paid by. If the client has been allocated a Client Type, the Due date is calculated from the Payment Terms set there. If no Client Type is allocated, the Due date is calculated from the Payment Terms set in Organisation Settings > Invoice settings. You can pick another date from the drop-down calendar, if you wish.
   Contact	The client contact person for this invoice. Select the required person or click into the field and Add a new contact.
   Invoice Description	Type in details of the purpose and content of the invoice.
   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 deposit amount shown. Select Fixed price if you want to specify the price directly for the deposit amount. For further details about how Pricing mode works, see Fixed price quoting and invoicing.
   Job Information - General
   Job Name	Review and update if required.
   Client Order Number	Review and update if required.
   Job Description	Review and update if required.

3. Add tasks or costs, as required:
   • Add tasks to an invoice
   • Add costs to an invoice
   • Apply markup to invoice costs
4. Deselect the Invoice checkbox for any items that you do not wish to include in this invoice. Any deselected times or costs will be kept in WIP Work In Progress in WorkflowMax is all uninvoiced staff time and disbursements recorded on client jobs. and carried forward for future billing.
5. 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.

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

   • WIP Work In Progress in WorkflowMax is all uninvoiced staff time and disbursements recorded on client jobs. column shows the total amount of time and costs charged against the job, including anything after the invoice cut-off date.
   • Write-ons column shows the total adjustments to time or costs. A positive value is an additional charge (a write on In 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. ) and a negative value is a reduced charge (a write off In 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. ).
   • Interims row shows the value of any interim payments An interim payment (an 'interim') is created on a job where you have invoiced an amount that is to be taken off the total outstanding billable amount for the job. .
   • Carry forward column shows total amount of time and costs that will be carried forward to the next invoice.
6. Check that the information shown is correct, then do one of the following.

   Button	Description
   Save Draft	Saves the current invoice information and remains on the New Invoice - Draft screen.
   Save & Approve	Allocates an invoice number and changes the invoice status to Awaiting Payment. Once an invoice has been approved, its financial details cannot be changed.
   Options > Delete Invoice	Deletes the current draft invoice. You might use this option if you found errors and wanted to start again. There are significant differences between cancelling and deleting an invoice in .
   Options > Print Invoice	Same result as Approve, but also displays the Print Invoice screen. Once an invoice has been approved, its financial details cannot be changed.
   Options > Cancel Invoice	Option available for approved invoices only. Cancelling an approved invoice removes the invoice from and voids the invoice in Xero, if you are using the Xero integration. Cancelling an invoice also leaves details of the invoice in the Financials tab of the job.
   Options > Reset tax rates	This option lets you update all items to a valid tax rate in bulk instead of one by one. For further details, see Reset tax rates.

More to explore...

• Cancel or delete an invoice - For further details about the differences between cancelling and deleting an invoice.