A Progressive Invoice is used to bill the client for work completed so far, based on site progress, milestones, or approved quantities. It allows for partial payments during the project instead of billing everything at the end. It also includes any advances, deductions, or retention as per the contract..
Sales → Sales Documents → Invoices → Create
Then, choose the Progressive Invoice type from the available invoice types.
If the invoice is generated from a document like a Payment Certificate, the Progressive settings will be applied automatically. Key fields such as project, contract, and period will be pre-filled, and related data will be retrieved from the basis document.
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 on which the invoice is based.
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, VAT on retention, 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 – When this option is on, the system automatically reduces the invoice by a portion of the advance payment received. It works by checking how much of the project is being billed and applies the same percentage to the advance, so the right amount is deducted without doing it manually.
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): Shows the amount that has been billed in earlier invoicing periods.
Current Percentage: Represents the percentage of work certified for the current billing cycle.
Cumulative Percentage: Indicates the overall completed progress, including both current and previously invoiced values.
Warranty Duration: Specifies the post-installation warranty period, if applicable, in months or years.
Unit of Measure (UOM): Defines the unit used for measurement, such as meters or pieces, depending on the item.
This section gives an overview using several checks and approvals:
Project WBS / Task: Refers to a specific part of the project, like a task or milestone.
Estimated Quantity and Amount: Displays the planned quantity and associated cost as per the contract.
Discount: Any discount given for this item, as agreed.
Progress Report: Shows the actual work done, reported by the site engineer or supervisor.
Payment Application: The amount the contractor wants to bill, based on the completed work.
Payment Certificate: The amount approved by the client or consultant after reviewing the progress.
Invoiced Quantity and Amount: The final approved quantity and value that will appear in the invoice.
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.
