Progress invoicing

Overview

Progress invoicing divides a job into multiple invoices so payment can be collected incrementally as work is completed. A payment schedule can begin on a quote or be created directly on a one-off job.

Use it for deposits, project milestones, material payments, and final balances.

Progress invoicing availability

Progress invoicing is available for Fieldified accounts using quotes, one-off jobs, and invoices.

Create a payment schedule on a quote

Adding the schedule during quoting communicates the payment plan before approval and carries it from quote to job to invoice.

1. Open Quotes.
2. Create or edit the quote.
3. In totals, select Add deposit or payment schedule.
4. Choose Deposit only or Payment schedule.

Deposit only

Use this for one upfront payment due when the quote is approved.

1. Select Deposit only.
2. Choose Percentage or Fixed amount.
3. Enter the percentage or amount.
4. Select Save.

Payment schedule

1. Select Payment schedule.
2. Choose Percentage or Fixed amount.
3. Enter the first installment.
4. Mark Required quote deposit when the first payment is due at approval.
5. Add a description such as Deposit, Payment 1, or Final payment.
6. Select Add invoice for each additional installment.
7. Confirm the installments total 100% or the full quote amount.
8. Save the schedule.

The schedule appears on the quote. Send the quote for client approval or convert it to a job when the work is moving forward.

Create a payment schedule on a job

Create the schedule directly when the workflow begins with a one-off job.

1. Open Jobs.
2. Select the one-off job.
3. Scroll to Billing.
4. Select Split into multiple invoices with a payment schedule.
5. When editing an existing job, first select Edit invoice settings.
6. Choose Percentage or Fixed amount.
7. Enter each installment amount and description.
8. Select Add invoice to payment schedule for additional installments.
9. Confirm the schedule totals 100% or the full job amount.
10. Save.

Track the payment schedule on the job

The job’s Billing section shows a progress bar for:

• Paid, displayed in green.
• Awaiting payment, displayed in yellow.
• Draft, displayed in dark gray.
• Remaining, displayed in light gray.

The schedule below the progress bar includes:

• Invoice due date.
• Invoice status.
• Percentage of the job total when percentage-based billing is used.
• Installment description.
• Total.
• Balance.

Select Create or Generate beside an installment to produce its invoice. The due date and status populate after the invoice is issued.

Edit a payment schedule or progress invoice

Progress-invoice amounts are tied to the job pricing and cannot be changed directly on an unissued progress invoice.

1. Open the related job.
2. Update products and services to reflect the revised scope or pricing.
3. Open Billing, then Invoicing.
4. Edit the percentage or amount for upcoming installments.
5. Use Remainder of job total to confirm the unallocated amount.
6. Add another installment when required.
7. Save the payment schedule.
8. Generate and deliver the updated progress invoice.

Invoices already issued are locked in the payment schedule. Make corrections directly on the issued invoice according to the billing adjustment workflow.

Example

When a job changes from $3,000 to $5,000:

1. Update the job line items until the job total is $5,000.
2. Open the payment schedule.
3. Update the remaining installment amounts so all invoices total $5,000.
4. Issue the updated installments.

This keeps the job, payment schedule, and invoices aligned.

Generate invoices from your payment schedule

1. Open the job.
2. Scroll to Invoices or Billing.
3. Open Payment schedule.
4. Locate the next payment.
5. Select Generate.
6. Review the draft invoice.
7. Select Save invoice, then deliver it when ready.

The scheduled amount is filled automatically. Progress-invoice line-item amounts stay tied to the job and payment schedule.

Fieldified adds the progress-invoice sequence to the invoice subject. Edit the subject when the client needs different wording.

What do your clients see?

Clients can review approved quotes and issued invoices in Client Hub.

Each progress invoice shows:

• Item total: Full value of the product or service.
• Due this invoice: Amount included in the current installment.
• Current payment status.
• Percentage represented by the installment.
• Installment description.
• Installment total.

Clients can pay the deposit and issued installments through Client Hub using the enabled payment methods.

Frequently asked questions

Can I adjust the payment schedule during a job?

Yes. Update the job pricing first, then edit the remaining installments. Issued invoices are adjusted separately.

Do I need to use a payment schedule for every job?

No. Use it only for progressive billing. A job billed in full at completion can use one invoice.

Where can my clients see their payment schedule?

The original quote shows the complete payment schedule. Each progress invoice focuses on the current amount due rather than future installments. Clients can return to the quote in Client Hub to review the full schedule.