Simplify Your Transactions with a Progress Billing Sample for Administration

Progress billing sample for Administration

progress invoicing in QuickBooks desktop hey everyone this is Matt hulquist with the QuickBooks University and wanted to go through how to do progress invoicing in QuickBooks desktop now you know a lot of people think okay well I only do this if I'm in construction remodeling that kind of thing but you know I use it in my business at certain points with uh as a service business so there could be a large job it could just be anything it you know if it's a large job a large balance and you need to invoice throughout the project or the work that you're doing then you want to utilize progress invoicing in QuickBooks desktop so I'm going to show you how to do that in this video so first things first all right what we want to do you need to go to your preferences which is under edit go to preferences all right now you'll see here you got all these options we want to go to jobs and estimates and go to the company preferences and you'll see here there's an option it probably will default to no if you have never used it and so you want to change this to yes so that's the first step all right now also and just so you know as part of the progress invoicing process you want to you have to create estimates and so you want to go ahead and check this yes all right so we click okay now the important thing to remember is that a progress invoice is generally not done through the normal invoicing processing QuickBook so normally you just go you know to customers and create invoices you go right here and you get this invoice up on the screen now this was an old one I was playing around with now you can change the template to a progress invoice so this was one set up and you can set up your own progress invoice and you'll see it brings it all up but in general if you're just invoicing a customer for an amount you're not going to start with a progress invoice the typical process is you have provided an estimate to the customer and so you really want to kind of Follow that process it makes it so much easier I'll show you here in just a second okay so let's go back to the home screen so the first thing is you need to create an estimate now this video is not going to be about creating estimates but you see here you can go in it's very simple to do uh it's just like any other form in QuickBooks you do the items and you you know put in the quantity and everything and send it to the customer now whenever you need to go look at your estimates you go to the chart of accounts I have my uh open Windows over here which is company and you go down to chart of accounts and when you scroll down to the bottom you'll see estimates right here so you can double click this and you can see all the estimates you have out there so let me pull up this one we we'll say this is Ernesto 1213 2023 so you'll see okay this is an estimate and it had a change order so this is the estimate of this okay so pretty big estimate all right so when you want to create an estimate you can do uh well the the easiest way let me do it this way is you just go up here to create invoice so when you have an estimate and you have it in the system just go up here and click create invoice it says you're about to create invoice from an inactive estimate well I guess I chose the wrong one uh we'll say yes okay all right so it says specify what to include in the invoice and this is creating a progress invoice based on the estimate so you say create an invoice for the remaining amount of the estimate create an invoice for a percentage so depending on how you Bill you could say hey 25% is due uh now you know another 25% halfway through and so on so you can build just a flat percentage or you can create an invoice for the selected items or for a different percentage of each item okay so these are pretty straightforward this is just whatever you have in build uh is uh remaining amount of the invoice this one is just a flat percentage and then this one is for selected items so let me show you how that works real quick because that's kind of the most complicated all right so when we bring this screen here you're going to see show quantity rate show percentage and when you read through these columns you'll see this is everything that was on that this estimate behind us here and we have the quantity the rate the amount uh prior amount if we pull this out prior quantity prior amount prior percent so this shows you how much has already been built so this one for example there's a couple things that have not been built and then you'll see the rate and the amount and the current percent okay so if I say here let me just type in here what you can do is say Quantity you want to do this based on the quantity exceeds the amount of the estimate that's okay for this example and let's see those have been built 100% so if we go down here for 50% we will say there is no let's see quantity prior quantity so we're going to say 0. five to get that to the full amount and 632504 one and you'll see that changes that to 100% okay so as you do this you can choose you can pick and choose now this is generally a little bit more complicated um a lot of times at least from what I see is that certain jobs are set up so they say you know you know maybe 50% down or 10% down and then half halfway through and then the remainder when the project is done and that's a much simpler way to do it so it's just a blanket one now of course depending on your business you may do it this way so if I do it this way and I click okay you're going to see that it creates an invoice based on everything that I just said okay so we have the one it's got zeros on all the others because there was nothing there uh one and so on at 05 and so the total invoice 1657 12 that's as simple I mean as as easy as it gets right there to create progress invoicing in QuickBooks desktop uh it is not complicated any questions any comments feel free to leave those below happy to answer those for you also head over to the QuickBooks University take the master class you will not regret it the link for that is in the first comment that I have pinned to this video look forward to talking to you soon