Overview
Invoicing progress payments and deposits has never been quicker or easier. Fergus keeps track of your invoices as you go, so you’ll always know exactly where you stand on every job.
Quoted/Estimate Jobs
To get quotes or estimates for jobs, first go to the Invoicing section of the job card. If you need to invoice a progress payment or deposit, click on Create Invoice from Quote on the right side. Here you’ll see three options:
Percentage of the Quote/Estimate:
Use this to invoice a percentage of the original quote. This option will only show one line item in the invoice saying "10% of the original quoted price" so no breakdown will be shown. For example: Do you need to invoice a 10% deposit or a 20% progress payment? Enter the percentage, and click Add to Invoice.
Fergus will update the job’s financial summary to show the percentage billed and the remaining balance.
Remainder of the Quote/Estimate:
Fergus automatically calculates the unbilled amount and adds it to the invoice, saving you the hassle of tracking what’s already been invoiced. This option is perfect for Final invoices.
Quote/Estimate Sections:
If you have divided your quote/estimate into sections (for example, different stages of a project), you can invoice for each section as required.
This option generates a detailed breakdown of items, unlike percentage-based invoices, which show only a summary.
Pro Tip: When invoicing in stages, it is important to have designated phases on the job card to manage and monitor costs for each stage effectively.
Split your job into phases like Rough-In and Fit-Off.
After invoicing for Rough-In, mark that phase as complete and move to the next stage.
Charge-Up Jobs: Progress Payments & Deposits
For charge-up jobs, the process for invoicing progress payments and deposits is slightly different. Since there’s no quote, you’ll rely on job phases to track progress. Here’s how:
Add costs to the job card for the work done so far.
Go to Invoicing and create a quick invoice for the current phase.
Approve the invoice, tick off the completed phase and email the invoice off.
Fergus will prompt you to either:
Put the job on hold,
Create a new phase, or
Mark the job as complete.
If you’re continuing the job, create a new phase at this stage and track costs against it. Your original phase should be greyed out and marked as invoiced.
When it’s time to invoice again, Fergus will only include costs from the new phase. Repeat the process, and continue creating new phases for each progress payment until you've completed the job.
Pro Tip: Follow the same steps for deposits. Ensure each invoice corresponds with its specific phase for better organization and tracking.
Once all invoices have been processed for the project, indicate its completion by approving the final invoice without starting a new phase.
Conclusion
Understanding how to invoice progress payments and deposits for both quotes/estimates and charge-up jobs is essential for smooth operations. If you have any queries or require further assistance, please reach out to our Support team at support@fergus.com.