What the Invoicing Progress Report does
The Invoicing Progress Report compares what you scoped on a project with what your client has actually paid. It shows where you stand overall and flags the items where invoicing and scope don't line up.
Use it to answer questions like:
How far along is this client in paying for the project?
What is still left to invoice?
Which categories or items have the biggest gap between scoped and paid?
Did I bill more than I scoped for anything?
Is sales tax on track, and which item is off?
The report lives on the project's Invoicing tab.
Reading the summary at the top of Invoicing
The top of the Invoicing tab shows four summary cards. Hover over the ? icon on any card for a short definition.
Outstanding: Also known as Accounts Receivable (A/R). Total amount currently awaiting client payment. Includes all outstanding Retainer, Deposit, and Invoice balances. Payments that are processing count as outstanding until they clear. Excludes draft documents.
Retainer Available: Retainer money your firm holds that hasn’t been applied yet. You can apply it to current or future invoices on this project. Draft retainers don’t count.
Credit Balance: Credit your firm has issued to the client that hasn’t been applied yet. You can apply it to current or future invoices on this project. Draft credits don’t count.
Payment Progress: How much the client has paid, shown against the project’s total scope (for example, “of the $64K scope”).
To see the details behind this summary, click View details on the right side of the summary. This opens the full report.
Reading the full report
The report is organized like your scope of work. Categories/Location are the top level. Expand a category/location to see its locations/category, then expand a location to see its items. If an item has multiple components, you can expand it one more level to see each component. Each level adds up everything under it. To expand or collapse every level at once, click the icon at the left end of the header row.
Totals. The rows at the bottom of the report add up your whole project. Every project has Subtotal, Sales tax, and Grand total rows. Shipping and fee rows appear only if your project has them.
Subtotal: Your scope items alone, before shipping (if you show shipping as its own line), fees, or sales tax.
Shipping: Appears if you show shipping as its own line instead of including shipping in the item prices.
Project fees: Each fee on the project, like a management fee, gets its own row with its name and rate. If you delete a fee after billing it, the row stays and is labeled <Deleted fee>, so you can still see what was billed.
Sales tax: The sales tax on the project.
Grand total: Subtotal plus any shipping, fees, and sales tax.
Total paid by client. This is all the money your client has paid on this project, including money you haven’t applied to an invoice yet. Click the arrow next to it to see how the total adds up:
Grand total paid: What the client has paid toward the project.
Retainer balance: Retainer money you’re holding that hasn’t been applied to an invoice yet.
Credit balance: Credit you’ve issued to the client that hasn’t been applied to an invoice yet.
Platform fees: Fees the client paid on top of their invoices, such as MaterioPay transaction fees.
Default columns. Below are the columns your report starts with:
Scoped: the amount in your scope.
Paid: the amount the client has paid toward it.
Remaining: scoped minus paid. Amounts in red need a look.
Progress bar: a quick visual of invoicing progress.
Alerts indicator: You will see a red dot indicator if there is an alert to tend to.
View details panel: See the details of that item's invoicing progress.
Excluded items. Items you turned off with scenario mode stay in the list but are labeled Excluded via scenario mode. Their scoped prices are set to zero.
The details panel. To see the full story behind any row, click the panel icon at the right end of the row. The panel opens on the right side of the screen and shows:
Where the item lives: Its category and location. Click the link icon next to the name to open the item.
Scoped, Paid, and Remaining for the item.
Alerts: Any alerts on the item, with a short description of each and a Learn more link.
Breakdown: The item’s subtotal price, shipping, fees, and sales tax, with scoped, paid, and remaining for each.
Linked documents: Every invoice, deposit, or credit the item appears on, with its status, date, and how much was paid toward this item. The amounts cover only this item, not the whole document. Expand a document to see this item’s subtotal, tax, shipping, fees, payments applied, and balance.
The panel works on component, item, category and location, and grand total rows.
Breaking out sales tax, fees, and shipping. The gray rows at the bottom of the report show project-level amounts, like sales tax, management fees, or shipping if you show it as its own line. Click Show Breakdown on one of these rows to turn it into columns. You can then see how much of that tax, fee, or shipping goes with each item. A broken-out row shows Scoped, Paid, Remaining, and Progress. To hide any of these, click the gear icon next to the row’s name and uncheck the ones you don’t need.
Filtering the report. Use the bar at the top of the report to narrow the table. Click the Alerts drop-down and pick an alert type to see only the items with that alert. You can also filter by status, location, and category, or search for an item by name or description.
Understanding alerts
Alerts flag items where your scope and your invoicing don’t line up. When an item has one, you’ll see a red dot alert indicator on its row. Click the row to open the details panel and see what caused it. To see only the items with a certain alert, use the Alerts filter at the top of the report.
Credit Due
You’ve billed the client more for this item than its current scoped price. This usually means you owe them a credit. For example, you invoiced a chair, then dropped it from the design. Or you invoiced six dining chairs and later cut the order to four. Or someone lowered the item’s price after it was invoiced. Open the item to see the invoicing that led to this credit due. Take a look at all connected documents of any status. A stale or duplicate draft could be causing this as well.
Negative Price
A negative price on an item is very rare to occur, however if it does for whatever reason, this is an indicator to address it.
Over-Credited
This alert lets you know that you’ve credited the client more for this item than you should have, so they now owe you the difference. For example, you credited the full price of a returned chair, but the client still needs to cover a 15% restocking fee. Or you credited a canceled lamp, then the client decided to keep it. Or you issued a credit before the client paid for the item. Open the item to see which credit went too far.
Scenario Mode
This happens when an item is in scenario mode, but it still has money billed against it. Scenario mode keeps an item in your scope but sets the item’s scoped price to zero. This means that any item in scenario that is already billed for no longer lines up with your scope. For example, you invoiced a rug, then the client decided to hold off, so you moved the rug into scenario mode. The invoice still counts the rug, but your scope doesn’t. Open the item to see where it was billed. If the rug is still part of the project, take it out of scenario mode. If it isn’t, credit the client for what you billed. Items in scenario mode that were never billed, or were billed and then fully credited back, don’t get this alert.
In Summary
The Invoicing Progress Report shows how far along your client is in paying, what’s left to invoice, and which items need a look. Check it before you close out a project, so you can settle any credits or unpaid amounts while the details are still fresh. If you need more information about an alert, open the item’s details panel to see what caused it.
If you still have questions, reach out to support@materio.co for some extra help.