"How do I create several invoices for 1 job?" - How to use Progress Invoicing in QuickBooks Online

Progress Invoicing:
- Turn on in settings
- Create an Estimate to track the full list of line items you want to show on invoices
- Create an invoice linked to the Estimate to request payment for part of the total amount
- Record the invoice as paid
- Create the next invoice and continue to invoice your customer until the Estimate shows you have invoiced the full amount
- See the Estimate for the remaining balance line by line, the total remaining balance, or to add/edit the list
When your business finances are in order, you can make better business decisions. Visit my website to learn more about my services for small businesses.
- Training sessions (if you need to learn QuickBooks Online and/or bookkeeping basics specifically for your business)
- Cleanup services (if your QBO needs corrections)
- Catch-up services (if it needs to be caught up to the present)
- Setup services (if it's a new account)
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Kayla
Certified QuickBooks ProAdvisor (QuickBooks Online)
www.kaylasfina...
This video is for informational purposes only. This video was not intended to provide financial advice.

[@smallbusinessfinancewithkayla]

HAVE THE UPDATED LAYOUT? Once you save the Estimate, click the green arrow in the bottom right and select "Convert to Invoice." From here, you'll be able to select the amount or percentage for the first Invoice and then an Invoice will open.

[@phenomz28]

THANNNNKKK YOUUUUUUU!!!! Been trying to figure out how to charge for weekly services and bill monthly without having to manually adjust for 5 week billing cycles and you just solved it for me while also helping me be more organized! Thanks so much!

[@smallbusinessfinancewithkayla]

You're welcome! I'm glad it helped.

[@HOTELECTRIC-xx7xk]

Thanks so much Kayla. I will try this. How do I know if I have a QBO Plus subscription level? I called them, they don't know if I do and if it costs more to have it. I will have to find a day soon to go through all your videos.🥰

[@smallbusinessfinancewithkayla]

You're welcome. Here are 2 ways you can try: 1. In QBO, click on the Gear in the top right. Last column -> click Subscriptions and Billing It should say Simple Start, Essentials, Plus, or Advanced. If you have Simple Start or Essentials then you don't have the Projects feature. 2. If for some reason that didn't work, click on the same Gear. First column -> Account and Settings Click the Advanced tab on the left. Scroll down to the Projects section on the page. Try to turn on that setting. If it says, you need to upgrade to use it, then you don't have the Plus level. Or if you don't even see the Projects section, then you either have Simple Start or Essentials. Sub-customers is more common for your industry anyway, especially if you have a lot of customers/addresses.

[@HOTELECTRIC-xx7xk]

The way you explain is wonderful. I wish the customer service of Quick Books would be as professional. Why Don't I see Create Invoice on the top write as it shows on your screen. And why when I sent them the first invoice it shows as ESTIMATE?

[@smallbusinessfinancewithkayla]

Thank you, I appreciate that. There have been a lot of updates recently. You probably have the updated layout. Once you save the Estimate, then click the green arrow in the bottom right and select Convert to Invoice. From here, you'll be able to select the amount or percentage for the first Invoice and then an Invoice will open. It should say Invoice at this step.

[@HOTELECTRIC-xx7xk]

@@smallbusinessfinancewithkayla Thank you.

[@rafaelmontero1386]

How do I make the invoice(s) show all the progress payments that were made when created as a PDF?

[@smallbusinessfinancewithkayla]

Thanks for your question. QBO doesn't show that clearly on the Invoice PDF. Here are some alternatives: - Use reports: Reports menu -> Invoices and Received Payments report -> filter for just that customer -> download/print - Use a Customer statement: Customer list -> select the customer -> click New Transaction in the right corner then click Statement -> Change the Statement type to "Transaction Statement" -> enter the dates you need -> click Statements available -> check the Customer you want -> click Print or Preview at the bottom - You could also try the Customer statement type "Open Item"

[@user-jy3ye8bs5l]

Well done! Is there a way to increase the invoice amount once the estimated amount has been billed? For example: estimate for design is $100. The customer adds work to this scope and billing ends up being $150. This would be in the progress billing cycle where the line item has been partially invoiced already.

[@smallbusinessfinancewithkayla]

Yes, this is possible. You can change a row's amount and it will update to show that line item is not closed anymore. It will show that now there is a remaining amount for that row.

[@kimlee3578]

Helpful, thank you!

[@smallbusinessfinancewithkayla]

Glad it was helpful!

[@kainesu1828]

how can i recur a progress invoice but still linked to the estimate?

[@smallbusinessfinancewithkayla]

There is not an official way to do it, but there is a workaround. You can try it and see if it will work for you. In reality, you would still do the regular Progress Invoicing. The recurring template is just acting as a reminder that it's time for the next invoice. You still have to link it to the Estimate. 1. Go to the Gear in the top right and select Recurring Transactions. 2. Select New on the right and then select Invoice from the list. 3. Select the Customer and fill out the information in the top section. 4. Select a Product/Service item but put the amount as $0 and click Save. 5. Once QBO creates the next Invoice, edit that Invoice and select the Estimate it should be linked to (right panel called "Add to Invoice"). 6. They will add a line item(s) to the Invoice which is linked to the Estimate. 7. You'll have to remove the line item(s) that does not have a link symbol at the end of the row (the one with the $0 amount).

[@HOTELECTRIC-xx7xk]

Hi Kayla, What if there are different projects for the same company, in different places. So let's say we have a customer named Edi Construction LLC, and he hires us to do Electrical projects in different cities. How do I separate all the estimates that are all under Edi Construction LLC. Let's say I call each estimate under the project's address. Where do I write it so there won't be any confusion? Thanks.

[@smallbusinessfinancewithkayla]

quickbooks.intuit.com/learn-support/en-us/help-article/manage-customers/add-manage-customers-quickbooks-online/L0M9mMZmd_US_en_US You can read the sub-customer section of this article. You could create sub-customers for each address name so they are tied to the main customer name. Alternatively, if you have QBO Plus subscription level, then you have the Projects feature. You could create a project for each address. This would allow you to track the income, expenses, and profitability of each address. The customer name would be tied to the projects. quickbooks.intuit.com/learn-support/en-us/help-article/manage-projects/set-create-projects-quickbooks-online/L9GAdLMyT_US_en_US

[@HOTELECTRIC-xx7xk]

@@smallbusinessfinancewithkayla You are great. Thanks. Kayla, how do you do the Training sessions? Privately?

[@smallbusinessfinancewithkayla]

You're welcome. Yes, they are one-on-one sessions via Zoom. The sessions are an hour long. Depending on what you need, though, we'll continue to meet so there's no rush to answer all your questions in one hour. My hourly rate is on my website. I accept Zelle and Venmo. There is a contact form towards the bottom of my website to email me and schedule a session.

[@HOTELECTRIC-xx7xk]

Hi Kayla, I used to see the trash icon and unlink the ones I am not charging. Now there is no trash icon. Did they change the layout again in QuickBooks?

[@smallbusinessfinancewithkayla]

Yes, with the new layout, you'll click the dots on the right of the row you want to remove. Select Delete (not Unlink and Delete). The row will stay on the Estimate but will only show the rows you need on the Invoice.

[@HOTELECTRIC-xx7xk]

@@smallbusinessfinancewithkayla Thanks Kayla. It doesn't give the option of unlink anymore, just delete. So if I delete it won't be deleted completely, right?

[@smallbusinessfinancewithkayla]

There should be 2 buttons. The best thing would be to create a separate test estimate with 2 line items. Try turning it into an invoice and deleting one row so you can confirm that the test estimate keeps both lines.

[@HOTELECTRIC-xx7xk]

@@smallbusinessfinancewithkayla Thank you.

[@munindermathur3075]

How can I open the "footer" customized option open in the invoice

[@smallbusinessfinancewithkayla]

On the right side, there is a pencil in the footer section. In an invoice, click Preview in the bottom center to see your customizations in a real invoice.

[@Graceking4224]

Does the first partial invoice have to be marked as paid before you can send more?

[@smallbusinessfinancewithkayla]

Hi Gabriella, no, it does not have to be marked paid. You can save the 1st invoice, then create another invoice from the Estimate, if you'd like. Also, you'll see the Estimate checks off rows that have been invoiced. The checkmark on the Estimate is not because they've been paid, but because the full amount for that row has been invoiced.