A A Progressive Invoice is used to bill customers the client for work completed so far, based on actual project site progress, such as completed milestones, percentage of work done, or certified quantities. Its purpose is to align billing with the value of work completed, ensuring accurate, stage-wise invoicing in long-term or contract-based projects. It also accounts for It allows for partial payments during the project instead of billing everything at the end. It also includes any advances, deductions, and or retention as per the contract terms..
How to create
Sales → Sales Documents → Invoices → Create
Then, choose the Progressive Invoice type from the available invoice types.
If the invoice is generated from a document such as like a Payment Certificate, the invoice form will have the progressive settings already applied by default and also automatically populate key Progressive settings will be applied automatically. Key fields such as the project, contract, and period will be pre-filled, and retrieve related data will be retrieved from the basis document.
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Main tab
The Main Tab contains key information related to the invoice
Company
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Name - The company for whom the invoice
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is being created
Contract
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- The contract linked to the invoice
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Entity
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Name - The entity issuing the invoice
Basis Document
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- The document on which the invoice is based
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Project
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- The
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project
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related to the invoice
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- Invoice Type
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- - Indicates whether the invoice is Progressive, Advance, Milestone
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- or Standard. Set automatically based on the contract
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- This setup ensures that invoicing aligns with the contract’s agreed terms, including how retention,
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- VAT on retention, and advance payments are handled.
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- Auto Advance Offset
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- - When this option is enabled, the system automatically deducts a portion of the advance payment from the invoice. It works by checking how much of the project is being billed and applies the same percentage to the advance, so the correct amount is deducted without manual intervention.
Inventory and services tab
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- Item/content: - Describes the specific item being billed, such as a fire pump, gate valve, or pipe
- Estimated Quantity, Amount, and Discount: - Displays the planned quantity and agreed unit price as per the contract. Also includes any item-level discount applied before calculating VAT and retention.
- Certified Quantity, Amount, and Percentage: - Indicates the quantity that has been reviewed and approved for invoicing by the consultant or client, based on the issued Payment Certificate. Also shows the certified value expressed as a percentage of the estimated amount.
- Invoiced (Previous): Displays what has already been invoiced in prior billing cycles- Shows the amount that has been billed in earlier invoicing periods.
- Current Percentage: Indicates - Represents the progress percentage of estimated values included in the current billing cycle based on the certified quantityinvoice.
- Cumulative Percentage: Reflects total progress to date, combining current and past invoiced amountsWarranty Duration: States the warranty period after installation, where applicable (in months or years)- Indicates the overall completed progress, including both current and previously invoiced values.
- Unit of Measure (UOM): Identifies - Defines the measurement unit used for measurement, such as meters or pieces or meters, based depending on the item type.
Summary linked table.
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This section shows a combined view based on multiple validations:gives an overview using several checks and approvals-
- Project WBS / Task: - Refers to a specific parts part of the project scope, typically linked to milestones or work areas
Estimate Quantity and Amount: Shows the contract baseline quantities and values for the task or scope
Discount: Item-level discount applied as per agreement, shown clearly for audit and transparency
- Progress Report: Reflects actual physical progress , like a task or milestone.
- Estimated Quantity, Amount and Discount- Displays the planned quantity, associated cost and given discount as per the contract.
- Progress Report- Shows the actual work done, reported by the site engineer or supervisor.
- Payment Application: Indicates the - The amount the contractor has requested wants to bill, based on the achieved progresscompleted work.
- Payment Certificate: Represents the value - The amount approved by the consultant or client for invoicing, based on validation of progressclient or consultant after reviewing the progress.
- Invoiced Quantity and Amount: Final approved quantity and amount now included in the progressive invoice- The final approved quantity and value that will appear in the invoice.
Invoice with the Advance invoice option
An invoice with the Advance Invoice type is a bill sent to ask for payment before the work or delivery happens. It shows the amount to be paid as an advance and calculates related VAT values.
The typical process for an advance invoice is - Payment Application → Payment Certificate → Invoice for Advance → Payment Received.
However, issuing an advance invoice is not limited to this sequence and can be created without an associated application or certificate. Such invoices are treated as prepayments and can be subsequently offset against progressive invoices.
Advance offset
If any other invoice documents are created with the advance option enabled, they will be treated as advances that can be offset against another progressive invoice. These advanced documents appear in the prepayment list, where they can be manually selected and the amount adjusted as needed.
Offset will only be allowed if the document amount is received; otherwise, the following error will be shown.
This prepayment can be filled in automatically or carried over from other documents to the progressive invoice if the invoice is generated from those documents, provided that those documents also had the prepayment added using the offset option.
Print forms
- Tax Invoice Progressive provides a detailed view of the invoice, displaying each item or service, its quantity, price, and applicable tax. It's useful when a full breakdown is needed.
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- The Tax Invoice Progressive (Summary) displays only the totals, without line-by-line details. It's helpful when a quick summary is required.
