Split Invoices & Manage Deposit Payments

With Fergus, invoicing progress payments and deposits is quick and easy. Fergus keeps track of your invoices as you go, so you’ll always know exactly where you stand on every job. Today, we’ll cover invoicing for two types of jobs: quoted jobs and charge up jobs since the process differs slightly.

For quoted jobs or estimated jobs, start by heading to the invoicing section in the job card. To invoice a progress payment or deposit, click ‘create invoice from quote’ on the right hand side.

You’ll see three options.

First is percentage of the quote. Use this to invoice a percentage of the original quoted amount.

For example, if I need to invoice a ten percent deposit or a twenty percent progress payment, I can enter the percentage and click add to invoice in the bottom right when I’m ready. Fergus will update the job’s financial summary to show the percentage billed and the remaining balance.

Our next option is the remainder of the quote, perfect for final invoices.

Fergus automatically calculates the unbilled amount and adds it to the invoice, saving you the hassle of tracking what’s already been invoiced for.

Finally, we have quote sections. If you’ve split your invoice into sections, for example, stages of a project, you can invoice for individual sections as needed.

This option differs from the percentage because it shows the breakdown of line items still.

For charge up jobs, when there’s no quote, you’ll rely on job phases to track progress. Here’s how. First, add costs to the job card for the work done so far.

Next, 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.

By ticking off the phase, you’re telling Fergus that that stage has been invoiced for. So 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 grayed out and marked as invoiced.

When it’s time to invoice again for the next progress payment, Fergus will only include costs for the new phase. Repeat the process and continue creating new phases for each progress payment until you’ve completed the job. Pro tip, use the same process for deposits. Each invoice should be tied to its own phase, keeping everything organized and easy to track.

When the job is fully invoiced, simply mark it as complete when approving the final invoice instead of creating a new phase.

And that’s it. With Fergus, managing progress payments and deposits is seamless and stress free. Try it today to stay on top of your invoicing and keep your jobs running smoothly.