Raise a progress invoice from a milestone

When a milestone is completed, one press creates its progress invoice: a draft for the milestone’s amount, linked to the job and the milestone. Billing follows the work, and nothing is retyped.

Who can do this

Owners, and Staff whose Team has Raise invoice from milestone. Issuing the draft afterwards needs Issue an invoice. Field crew can’t raise invoices.

1. Open the job — Go to Jobs and open the job. The Ready to bill card on the Jobs list shows which jobs have completed milestones waiting.
2. Raise the invoice — On the Milestones tab, press Raise invoice on a completed milestone. Or press the job’s main button, Invoice milestone.
3. Check the draft — The draft invoice opens. A toast says “The draft invoice is open — check it, then issue it.”
4. Issue it — Press Issue invoice on the invoice and confirm. It gets its permanent number and posts to your books.

Screenshot: A job's Milestones tab showing billed so far, a progress bar and each milestone with its status, amount, due date and action

A job's Milestones tab showing billed so far, a progress bar and each milestone with its status, amount, due date and action

Back on the job, the milestone shows Invoiced with View invoice. It can’t be invoiced again. A pending milestone never offers Raise invoice: mark it complete first (Mark a milestone complete).

If something goes wrong, you see “Could not raise an invoice for this milestone.” Nothing is created, so you can try again.

What the progress invoice shows

• Job and Milestone in its header, each linking back to the job.
• Progress claim 3 (or whichever claim it is on the job) once it’s issued. A draft says “Claim number is given when the invoice is issued.” The PDF and email show the claim and the job number under the invoice number.
• Retention held as a negative row, then the amount due, when the job holds retention. A note says how much is held on the job so far. See Hold and release retention.

Claim numbers

Claims are numbered per job in the order they’re issued: 1, 2, 3. If claim 2 is voided, it keeps its number and shows “(void)”, and the next one issued is claim 3. The invoice also keeps its ordinary invoice number. Advance, standard and retention-release invoices don’t get a claim number.

Caution

An issued invoice can’t be edited or deleted, only voided or credited. Check the draft before you issue it.

Tip

The dashboard’s ready-to-bill row lists completed milestones that aren’t invoiced yet.