Pay on account including final invoicing

If a fixed price has been agreed upon for a customer task that you wish to invoice progressively, you can follow this guide that describes the process from the first pay on account invoice to the final invoice.

Prepare the order for pay-on-account

1. Create a task with the amount to be invoiced as a pay-on-account on the sales order.
2. Enter a task description; this heading will be printed on the invoice next to the pay-on-account amount.
3. Enter at least one line on the task with the agreed-upon price.
4. If you want more lines printed on the pay-on-account invoice, you need to create new tasks with their own descriptions and amounts.
5. Tasks with a total amount of 0.00 and tasks that have been invoiced in the regular manner are not included in the pay-on-account invoice.

NOTE: You should not create regular invoices for the tasks you are in the process of using pay-on-account for. If you need to create a regular invoice for the order (e.g., for additional work), you need to create a separate task for this purpose.

Only when you are ready to create the final invoice, you have to create a regular invoice for the tasks with pay-on-account.

In the example below, the customer has ordered two tasks to be invoiced with separate amounts. The tasks are:

• 'Construction of new shed' with a total of $50,000, and
• 'Painting of shed' with a total of $5,000.

 

 

Create a pay-on-account invoice. 

In the upper part of the screen, you choose WHAT you want to invoice, and in the lower half, you choose HOW you want to invoice.

Choose what you want to invoice

Enter the completion percentage, either in percentage or in currency. If you enter a percentage, the total amount completed will be automatically calculated.

• You cannot enter less than what has been previously invoiced. So either leave the lines as they are or increase the completed amount/percentage.
  • If you increase the completed amount/percentage, an additional line with the extra amount will be created on the task upon invoicing.
  • If you leave the completed amount as it is, a zero line will be created on the task upon invoicing.
• If a line has been invoiced 100%, you cannot change the completed percentage/amount.
• You cannot deselect tasks since they are all part of the total sum and a part of the previously invoiced amount. Both of these figures will be printed on the pay-on-account invoice.

In general, be cautious about removing tasks from the order after you have created the first pay-on-account invoice. Removing tasks will affect the total amounts printed on the next pay-on-account invoice.

The columns 'Invoiced' and 'Not invoiced' show the sum of amounts and percentages for invoiced and non-invoiced tasks, respectively.

Choose how you want to invoice

In the lower part of the screen, you have various options:

• Post process: Choose whether the invoice should be printed or sent via email.
• Invoice date: Enter the desired invoice date.
• Pay-on-account number: Here you can override the next pay-on-account invoice number.
• Invoice layout: If you have a customized report for the project progress invoice, you can choose an invoice layout.
• Invoice history: You can choose to print the invoice history on the invoice or only show the total for previously invoiced amounts.

Press the 'Preview Invoice' button to preview the invoice with the selected settings.

 

 

Example

Below is an example of the totals printed on the pay-on-account.

• Total amount = Sum of task amounts (excluding those directly invoiced through the order)
• Total completed amount = Sum of all entered percentages/amounts
• Total previously invoiced = Sum of previous pay-on-account amounts
• Total excluding tax = Completed amount minus previously invoiced.

 

Final Invoice

When the customer task is completed and it's time for the final invoice, you create an invoice for the order in the usual manner. The system automatically deducts pay-on-accounts.

You can also check the 'Partial Invoicing' field in the invoicing dialogue to see which amounts will be included in the final invoice.

 

 

pay-on-account via project

Instead of creating the pay-on account through an order, you can choose to create a project, link the project to the order, and then create the pay-on account through the project.

Learn more about pay-on-account via project here.

 

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