How To Create An Invoice Template For Progress Billing

Sunday, November 19th 2023. | Invoice Templates
Invoicing a Progress Billing Job
Invoicing a Progress Billing Job from


As a business owner, keeping track of your progress billing is essential for maintaining a healthy cash flow. One of the most effective ways to accomplish this is by creating an invoice template for progress billing. In this article, we will guide you through the process of creating an invoice template that is tailored to your specific needs.

Step 1: Choose a Software

The first step in creating an invoice template for progress billing is to choose a software that suits your business needs. There are various options available, ranging from simple spreadsheet programs like Microsoft Excel to more advanced accounting software like QuickBooks. Consider your budget, your level of expertise, and the features you require before making a decision.

Step 2: Customize the Template

Once you have chosen the software, you can start customizing the template to fit your business. Add your company logo, contact information, and any other relevant details. You can also choose the font, colors, and layout to match your brand. Remember to include fields for the client’s information, project details, and payment terms.

Step 3: Include Progress Billing Terms

Progress billing typically involves invoicing clients for completed stages of a project. It is important to clearly outline the progress billing terms in your invoice template. Specify the percentage of completion or the specific deliverables that trigger each payment. This will help avoid any confusion or disputes with your clients.

Step 4: Add Itemized Charges

In your invoice template, include itemized charges for each stage of the project. This allows both you and your client to easily track the progress and associated costs. Clearly list the description of the work done, the quantity, the rate, and the total amount for each item. Make sure to include any applicable taxes or discounts as well.

Step 5: Calculate Subtotals and Totals

To make your invoice template more user-friendly, include subtotals for each stage of the project and a grand total at the bottom. This will give your clients a clear overview of the costs incurred and the remaining balance. Double-check your calculations to ensure accuracy and avoid any discrepancies.

Step 6: Include Payment Terms

Specify the payment terms in your invoice template to set clear expectations with your clients. State the due date, the preferred method of payment, and any late payment penalties or discounts. Providing this information upfront will help streamline the payment process and minimize any delays or misunderstandings.

Step 7: Test and Refine

Before using your invoice template for progress billing, test it out to ensure everything is working as intended. Create a sample invoice and send it to yourself or a colleague to review. Make any necessary adjustments or refinements based on the feedback received. This will help you create a professional and error-free template.

FAQs (Frequently Asked Questions)

1. Can I use a pre-designed invoice template for progress billing?

Yes, you can use a pre-designed invoice template as a starting point for your progress billing needs. However, make sure to customize it according to your specific requirements and include all the necessary details.

2. How often should I send progress invoices?

The frequency of sending progress invoices depends on the nature of your project and the agreement with your client. Some businesses send invoices monthly, while others do it on a milestone basis. It is important to establish clear expectations with your client beforehand.

3. What if a client disputes the progress billing?

If a client disputes the progress billing, it is important to have a clear record of the work done and the agreed-upon payment terms. Communicate openly with the client to address any concerns and try to find a resolution. If necessary, involve a third party, such as a mediator or an attorney, to help resolve the dispute.

4. Can I automate the progress billing process?

Absolutely! Many accounting software programs offer automation features for the progress billing process. You can set up recurring invoices, create templates, and even integrate with your project management software for seamless progress billing.

5. Should I include my bank details on the progress invoice?

It is recommended to include your bank details on the progress invoice to facilitate the payment process for your clients. This will make it easier for them to make the payment and ensure that the funds are deposited into the correct account.


Creating an invoice template for progress billing is a crucial step in managing your business finances effectively. By following the steps outlined in this article, you can create a customized template that meets your specific needs. Remember to include all the necessary details, communicate clearly with your clients, and regularly review and refine your template for optimal results.


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