A Progressive Invoice is used to bill customers based on actual project 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 advances, deductions, and retention as per contract terms.
Sales → Sales Documents → Invoices → Create
Then, choose the Progressive Invoice type from the available invoice types.
If generated from a document such as a Payment Certificate, the invoice form will have the progressive settings already applied by default and also automatically populate key fields such as the project, contract, and period, and retrieve related data.
Company – The entity issuing the invoice.
Contract Number – Links the invoice to contractual terms.
Entity – The customer or contractor being invoiced.
Basis Document – Indicates the document the invoice is based on.
Project – The specific project or assignment tied to the invoice.
Invoice Type – Defines whether the invoice is Progressive, Milestone-based, Standard, or Advance, and is automatically determined based on the contract settings.
This setup ensures that invoicing aligns with the contract’s agreed terms, including how retention, discounts, and advance payments are handled. If the contract allows for advance billing, an Advance Invoice can be issued to request payment before any work begins. The system then enables the creation of related payment documents such as bank receipts, cash receipts, or cheque entries to record the received advance. These payments are linked to the contract and properly reflected in financial records, allowing for accurate offsetting in future invoices.
Auto Advance Offset – If enabled, any received advance payments will be automatically applied and deducted from the invoice total, eliminating the need for manual adjustment.
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
Current Percentage: Indicates the progress of the current billing cycle based on the certified quantity
Cumulative Percentage: Reflects total progress to date, combining current and past invoiced amounts
Warranty Duration: States the warranty period after installation, where applicable (in months or years)
Unit of Measure (UOM): Identifies the measurement unit used, such as pieces or meters, based on the item type
This section shows a combined view based on multiple validations:
Project WBS / Task: Refers to specific parts 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 reported by the site engineer or supervisor
Payment Application: Indicates the amount the contractor has requested to bill, based on the achieved progress
Payment Certificate: Represents the value approved by the consultant or client for invoicing, based on validation of progress
Invoiced Quantity and Amount: Final approved quantity and amount now included in the progressive invoice
