Progress Billing

Progress billings During the course of a project, contractors may bill clients for a portion of the total contract price in order to mitigate project costs and assure that at least a portion of the costs incurred can be paid for in the event of client bankruptcy.

  1. Progress Billing Example
  2. Progress Billing In Quickbooks
  3. Progress Billing Guide
  4. Progress Billing Sample

The progress billings show how much work has been done. Usually progress billings cover less than 100% of payments, e.g. In case of additional costs in the project, the contract has to be updated and since then progress billings can be increased. The progress billings are calculated on accumulative-to-date basis. Progress Residential rental houses are meticulously selected in desirable neighborhoods with easy access to great schools, shopping, and entertainment. Progress billings are invoices that are submitted for work completed to date on a lengthy project. Progress billings are primarily used for long-term projects that often come with large budgets. Contractor's Request for Progress Payment. This is a Legal-Sized Form. Current Revision Date: 07/2009. Authority or Regulation: FAR (48 CFR) 53.232.

Progress Billing is considered to be one of the most frequently used invoicing methods for long-term contracts. Normally speaking, while making contracts there are always some upfront payments involved, somewhere around 50% of the total project, and the rest paid after its completion. To pay an amount this substantial before the work is yet to show any sign of start, puts the customer in a position of risk incurring a capital loss. If this risk is the concern, then that is where Progress Billing comes in!

Steps Involved in Progress Billing

Progress Billing secures your interest and helps to make part payments in proportion to the progress of project work completed so that one can surely feel confident about the direction in which the project is headed. Let’s look at a quick guide on how to use this billing system in an orderly fashion to gain the desired outputs.

1. Contract Negotiation

The initial contract should be well-negotiated discussing the milestone, contract cost, payment frequency, estimated completion period of the project that both parties should agree on. You should be able to discuss the benefits attached to progress billing and that it is highly likely to lay the foundation stone for implementing this invoicing method to ensure a positive cash flow.

2. Establish the Progress Schedule

It is vital to understand that progress billing involves part payment for the section of work done. You should focus on breaking down the project into each scope of work and separate each step from the start to its completion. It must be done with a focus to identify the amount of material, subcontractor workers, concept and design, site work, inspection, time duration, etc. required for each step and their associated cost.

3. Identification of Work in Progress

Once the invoicing method of progress billing is implemented, the timeline of the project is broken down into percentage of work completed. The payment for each completed section of the project is released once the report of completion for the particular period is submitted to the client. Identifying work in progress and percentage of completion helps to evaluate the progress milestone and thereafter compute the payment frequency. Let’s say, on reaching a project milestone of 25%, 35%, 50%, then 25%, 35% and 50% of the total payment shall be issued respectively. It is mandatory for progress billing to mention the present period completion percentage as well as the cumulative total.

4. Payment of Invoice

After receiving the proper submission of work report by the client regarding project completion status, by providing information related to the percentage of work completed, the milestone of project achieved and materials purchased, the client issues the invoice payments. The calculation of the reports must be accurate and should be subject to review and verification before making any payments. Any amount introduced or any change in the budget should be mentioned in the invoice.

Progress Billing

Progress Billing Example

The Way Forward


Using progress billing ensures the customer’s profitability and reliability in a project. Even in the unfateful case of the vendor leaving the contract mid-way, the customer can always have the option to hire another vendor without loss of capital. In addition, Progress Billing acts as an incentive to the vendor, since large-scale projects usually take a longer time than the estimated time to finish and the issue of payment remains due until the final phase of the project is completed. This compels the contractor to finish the project as early as possible which is beneficial to the customers and also helps to maintain a smooth cash flow!

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Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Use these procedures to create a project and project contract, so that you can create invoices for the customer based on a percentage of work that is completed. The invoice amounts are automatically calculated for the budget categories of work that you set up for a project. The timing of invoices is set up when you negotiate the project contract with the customer.



Your organization is a software development firm. You agree to develop a payroll accounting package for a customer for a total fee of $20,000. Your organization agrees to send an invoice to the customer as you complete specified percentages of work on the project. You set up project categories for the work to use in the billing process. You set up billing rules that automatically calculate the invoice amounts for the percentage of work that is completed for each category. The categories for the project include the following:

  • Consulting

  • Design

  • Installation

Progress billing template

Progress Billing In Quickbooks

Your budget manager creates a budget for the project categories. The amount of completed work is automatically calculated as a percentage of actual work compared to the budgeted amounts.

Use these procedures to set up a contract, an associated project, and the billing rules to use to calculate invoice amounts for the budget categories of work that you set up for the project.

After you have created the contract and the project, you can set up the details of the project. For example, you can define the activities of the project and assign workers to the project.


Before you create a project with billing rules, you must set up the following project information in the Project management and accounting parameters form:

  • Set up the number sequence to use when you create a billing rule.

  • Set up a fee journal to use by default for posting progress billings.

Create a contract for progress billings

Use this procedure to create a project contract for a Fixed-price project. You create a project invoice when the work completed on the project reaches a specified percentage.

  1. Click Project management and accounting > Common > Projects > Project contracts. Open a project contract from the list.

  2. In the Project contracts form, on the Action Pane, on the Project contract tab, click Project contract.

  3. In the New project contract form, complete the following fields:

    • Project contract ID

    • Name

    • Funding type

    • Funding source

    • Sales currency – By default, this is the currency to use for customer invoices associated with the project contract. You can modify the sales currency in a specific customer invoice.

    Click OK. This information is copied to the header of the Project contracts form.

  4. In the Project contracts form, complete the rest of the necessary information for the project. To change default values in the form, on the Action Pane, on the Project contract tab, click Edit.

Create a project for progress billings

Use this procedure to create a project and any subprojects associated with a contract.

  1. In the Project contracts form, on the Action Pane, on the Project contract tab, in the New group, click Project.

  2. In the Create project form, enter a project type of Time and material.

  3. Select a project group. A project group defines posting information for projects assigned to the group.

  4. Enter additional project information, such as the following:

    • Project ID

    • Project name

    • Project group

    • Project contract ID – This associates a project contract with the project.


      The Project contract ID field is automatically filled with the number of the project contract from the Project contracts form. You can change the project contract to a different contract number.

    • Customer

  5. Enter any additional required information, and then click OK to create the project.

  6. After you have created the project, set the project stage to In process. For more information about how to set a project stage, see Modify a project stage.

Create a budget for a project

Use this procedure to create the budget categories for the estimated costs in a project. The budget categories are used to automatically calculate the amounts to invoice a customer for the percentage of work that is completed for each category.

  1. In the Projects form, on the Action Pane, on the Plan tab, in the Budget group, click Project budget.

  2. Create a budget for the project. In the Project budget form, enter an estimated cost for each category in the project. The budget categories are used to automatically calculate amounts to invoice the customer for the percentage of completed work for each category.

Create billing rules for progress billings

After you have created the contract and the associated project, use this procedure to create the billing rules for the contract.

Progress Billing Guide

  1. Click Project management and accounting > Common > Projects > Project contracts. Select a project contract.

  2. In the Project contracts form, on the Project contract tab, in the Set up group, click Billing rule.

  3. In the Billing rules form, click New.

  4. Select a line type of Progress.

  5. In the Billing rule line details section, in the Contract value field, enter the total value of the contract.

  6. In the Project field, select the project that uses this billing rule.

  7. In the Category field, select the category to post the fee transaction to.

  8. You can assign the billing rule to additional projects. On the Project FastTab, in the Available projects section, select a project, and then click Add. The project is displayed in the Selected projects section.

  9. You can enter a percentage to calculate the amount that the customer withholds from payments on an invoice. On the Payment retention terms FastTab, select the funding source, and then, in the Retention percentage field, enter the retention percentage.

  10. Repeat this procedure to create additional billing rules for the project contract.

Progress Billing Sample

See also