Sometimes you might need to raise an invoice for a particular percentage or straight dollar figure of the opportunity. For example, you might take 50% of an opportunity or $200 up front to secure booking. Use part invoicing to do this.
You can part invoice from both opportunities and projects.
From an opportunity at order stage or project, click Invoice Opportunity under Actions to bring up the Invoice Options pop-up.
For Invoice Type, choose part invoice and pop in either the percentage you’d like to invoice or the invoice amount.
If you choose percentage, Current will automatically calculate the invoice amount in the box at the bottom.
Hit Create and a one-line invoice for that amount will be created for you.
Grouping options are not used when creating a part invoice, a one line invoice is created for the invoice amount.
Modify your part invoice
Once your invoice has been created, you can modify the invoice details as you wish. For example:
- Change the invoice subject
Edit the invoice using the pencil icon at the top and amend the Subject field. For example, you might specify this is a Deposit for the opportunity.
- Add a description to the invoice item
Edit the invoice item by clicking or tapping the blue arrow next to it in the items list, then pop in some text in the Description field. Some companies use this to provide further information about this invoice.
Add items to a part invoice
Add items to a part invoice using the add invoice item link as normal. Keep in mind:
- If you amend the price of the line created as part of the part invoice process, this will adjust the amount that’s been part invoiced on the opportunity.
- If you add additional lines to a part invoice, that amount isn’t included in the amount that’s part invoiced.
When you’re happy, you can issue the invoice, print any documents, or post to a cloud-based accounting package as normal.
Work with multiple part invoices
Sometimes you might need to raise more than one part invoice, e.g. 50% to secure a booking, then 25% four weeks prior to an event, followed by the balance.
To create another part invoice, just follow the process above and specify the percentage or total you’d like to take. Use an activity to remind yourself to raise the next invoice.
Invoice for the balance
When you’re ready to create a final invoice, open your Invoice Options pop-up by clicking Invoice Opportunity from the opportunity.
Choose Final invoice as the Invoice Type. Current will let you know how much that you’ve part invoiced and the balance to invoice.
Hit Create and Current will automatically take you to the new balance invoice.
Depending on your grouping options, you’ll see lines for your opportunity items, opportunity groups, product groups, or opportunity plus a line to deduct the total any part invoices received so far.
It’s really important to generate a final invoice because final invoices are used for revenue reporting.
You can change the text for the line that deducts part invoice charges in System Preferences. See: Change invoice terms and other settings
Part invoice from a project
Creating a part invoice from a project is very similar to creating a part invoice from an opportunity as above.
When creating a part invoice for a project, you can’t choose which opportunities you’re part invoicing. The invoice source for a part invoice from a project is always the project itself rather than any particular opportunity on the project.
⚠️ If you’ve created part invoices for opportunities on a project and created the final invoice for those, we don’t recommend adding additional opportunities to this project. Any further final invoices you create on this project will credit all of the part payments received again.
What if I’ve part invoiced more than the balance on an opportunity?
Current will let you know that there’s the amount to invoice on your balance invoice is a negative number and you won’t be able to generate an invoice.
Void or credit some part invoices in order to raise a final or standard invoice.
How do I change the tax and revenue group on my part invoice lines?
To choose the tax class and revenue group used on your part invoices, head to System Preferences. The same tax class and revenue group is used for your one-line part invoices and “Less part invoice charges” deduction line, meaning everything should add up.
I issued a part invoice but the figures aren’t reflected in my reports, why?
Part invoices are not used for revenue reporting; the final invoice is used.
You can think of the part invoice like a request for a deposit i.e. just an amount of money that has no direct relationship with the individual products on the opportunity. When you produce a final invoice, that revenue is then considered to have a relationship with the items and is apportioned to your reports.