We want to turn on the option for the “Due” column and Estimate Summary. (This will only show up when you email the the estimate to a customer.)
To turn on the feature, click Gear Icon > Custom Form Styles
Click “Edit” on the template set to default. In the screen shot below, this is indicated by the form type “Master”:
Once you’re in the edit screen, click the “Content” tab, the click anywhere in the middle section of the body of the template, then the link that says “Show more activity options”:
Now, you’ll check the box next to “Show progress on line items (email only)” and then the “Done” button in the bottom right corner.
By setting this up, the customer will see an “Estimate Summary” on the invoice when you send one create from an estimate.
Now we’re ready to start using Progress Invoicing in QuickBooks Online!
Open the estimate you created (our Estimate #2120), then click “Create Invoice”:
You’ll be asked how much to invoice. We have three choices: the entire estimate, a percentage of each line or a custom amount for each line.
For this job, we’re going to invoice 50% up front and 50% upon completion, so we’ll choose the second option, and enter in 50%, then click “Create Invoice”:
QBO will create the invoice, automatically adding the correct totals for each line item. Make any edits you need to (terms, PO Number, etc), then click “Save and send” to email it to the customer.
You’ll note that each link item now has a column with a little chain icon, that will link back to the estimate, and the bottom of the invoice includes the Estimate information:
Going back to the Estimate, we can see the Total Amount, the Remaining and the Invoiced columns:
In addition to the Estimate Summary, when the customer gets the invoice, they will see in the line items that they are being invoiced for the percentage/amount:
We’re done with the project, so now we want send an invoice for the remaining amount and close out the estimate.
We’ll go back to our Estimate #2120, and again choose click the “Create Invoice” button in the top right corner.
You’ll notice something different about the options we have for invoicing. Now, instead of having the option to invoice for the total of the estimate, we can now create an invoice for the remainder. This is what we want to do, click “Remaining total of all line = $XXX.XX” and then “Create Invoice”:
Going back to our estimate, we’ll see that it is now closed, and we have two linked transactions:
NOTE: PROGRESS INVOICING IN QUICKBOOKS ONLINE IS STILL IN BETA AS OF THE DATE OF THIS POST (12/5/17).
I’ll keep you posted as to when it gets released into production!
Price Rules in QuickBooks Online are here!. Price rules/Price levels are one of the few features that I’ve said I need in order to put all of my clients on QuickBooks Online and then never look back at QuickBooks desktop. (Unless it’s to convert to QuickBooks Online).
For the record, the other features are:
Integrated direct labor costing. This one… I have nothing to say about it right now. It’s still the one thing that keeps my contractor clients from making the jump. Let’s just not talk about it and move on to the good stuff.
Progress Invoicing. I’m actually doing beta testing for this. SQUEEEEE.
This post, my friends, is about Price Rules in QuickBooks Online. Known in Desktop as Price Levels, so let’s dig into how we can set them up and use them.
First we want to click on the Gear Icon in the top right corner, then choose Account and Settings.
Once we have the preference turned on, we can (yay!) start using Price Rules in QuickBooks Online.
First, we’ll create a general price rule. This one is a just a blanket 10% discount that can be used for any customer on any product or service:
We’ll use it on a sales transaction:
We can also create a new rule when we edit an item from our Products and Services list. In this example, I’m setting up a 15% discount on installation services, that will only run through the weekend.
Here’s how it looks when used on a sales transaction:
One last example of price rules in QuickBooks Online that I want to show is when you have pricing per item, per customer.
We’ll go Gear Icon > Products and Services, then click that drop down on the More button to choose Price Rules. Once you see the list of your price rules in QuickBooks Online, click the green New price rule button.
Here I am setting this up, and instead of choosing to set the price or rate by percentage or fixed rate across all of the items, I chose Select Individually and then adjust each item, per the contract. Because I chose to have this price rule only apply to one customer, it won’t be available when I create sales transactions for other customers.
The last thing I want to show is that you can make any of the prices rules in QuickBooks Online inactive, so that they cannot be used when creating Sales Transactions.
If you go back to the same place we just were: our price rules list, we can click on the Edit button in the action column and make any of them inactive. PRO TIP: if you’re logged into your account, here’s a shortcut to the list of price rules in QuickBooks Online: https://qbo.intuit.com/app/pricerules.
So there you have it! A nice overview of how price rules in QuickBooks Online are created and used.