Set up and send progress invoices in QuickBooks Online

Learn how to send invoices over time as you work off a quote in QuickBooks.

Progress invoicing lets you split a quote into as many invoices as you need. Instead of asking for full payment at the beginning of a project, you can invoice customers for partial payments. As you complete work, add items from the initial quote to progress invoices. This keeps project payments organised and connected from start to finish.

Prerequisites

Before you can create a progress invoice:

• Turn on progress invoicing.
• Create a quote.

Once progress invoicing is turned on, you can use the premade Airy style template, or create your own.

Step 1: Create progress invoices from a quote

You can use a quote to create a progress invoice that has been marked Accepted. This doesn't change the original quote, which remains in your records. You can create multiple progress invoices from the same quote.

1. Go to Sales and select All sales (Take me there).
2. Select the quote you want to use to create a progress invoice.
3. Under Action, select Convert to invoice.
4. Fill out the rest of the invoice.
5. Select Review and send, Save and new or Save and close.

Note: You can also create an invoice and assign it to a customer with an open quote. Then find the quote in the Add to Invoice or Suggested transactions sidebar and select Add.

Step 2: Keep track of your progress invoices

1. Go to Sales and select Invoices (Take me there).
2. Select the invoice
3. Select (number) linked Quote.
4. Select to the quote you want to see.

After you’ve invoiced for the total quote, the quote status automatically changes to Converted. If you try to invoice for more than 100% of the total quote, you’ll only be able to add what’s left of the remaining balance.