Overview
Partial Invoicing allows creation of progress invoices from a Sales Order, with full visibility of amounts already invoiced and remaining.
👥 Access Permissions: only Administrators, Power Users, and Standard Users can invoice a Job/Order. Please review user roles prior commencing.
📍Where to find it in the app:
Global Search > search and select a Sales Order >
OptionsSales>Sales Orders> select a Sales Order >OptionsSales>Customers> select a Customer > search and select a Sales Order >Options
💡Tip: customised Partial Invoice layouts via Settings > Document templates.
Accounting Integrations
Settings allow control over how Partial Invoices interact with connected accounting packages (e.g., MYOB, Xero, QBO). Adjust these options via Settings > Integrations:
Send newly-created Factory partial invoices to your accounting package
Enabled: Partial Invoices are sent to accounting package as new, additinal invoices
Disabled: Partial Invoices remain in Factory only, won't be sent to accounting package
Delete original order in accounting package when partial invoice generated
Enabled: When a Partial Invoice is generated for a Job/Order, it deletes the original Job/Order created within accounting package when the Job/Order was initially submitted. This is to prevent any potential double-ups
Disabled: Original Job/Order remains in the accounting package.
Options
Preview – Opens a new browser tab with a copy of the Partial Invoice for viewing only
Print – Opens a printable version in a new tab. This action also updates the connected accounting package (if integrated)
Email – Sends the Partial Invoice PDF via email on selected Contact with a hyperlink. This also updates the connected accounting package (if integrated)
✋ Warning: a warning will appear when generating a Partial Invoice on a Sales Order that already has a full Invoice. This helps prevent duplicates in the connected accounting package. Partial Invoicing can still proceed if required.
How to Preview a Partial Invoice
Ensure the Job/Order is not in Draft status
Go to
Options>Partial InvoiceEdit the Invoice date if needed
Select a partial invoicing method and enter the amount/percentage
Select
Options>Preview.
How to Print a Partial Invoice
Ensure the Job/Order is not in Draft status
Go to
Options>Partial InvoiceEdit the Invoice date if needed
Select a partial invoicing method and enter the amount/percentage
Select
Options>Print.
📝Note: the Order # (from MYOB, QBO or Xero) will appear on the Order details page next to the Invoice status with the status updating to "Partial".
How to Email a Partial Invoice
💡Tip: configure the default email message in Settings > Invoicing using the text field to avoid retyping content each time a Partial Invoice is sent.
Ensure the Job/Order is not in Draft status
Go to
Options>Partial InvoiceEdit the Invoice date if needed
Select a partial invoicing method and enter the amount/percentage
Choose a Contact from the list, or:
Click
add contactto include a new ContactClick
editto update an existing Contact’s name, email, or phone number
Select
Options>Email.
📝Note: the Order # (from MYOB, QBO or Xero) will appear on the Order details page next to the Invoice status with the status updating to "Partial".
How to Email a Partial Invoice with Attachments
Files auto-attached from the Collaborate tabs of the selected Customer and added Products are automatically displayed in the Attachments list.
Ensure the Job/Order is not in Draft status
Go to
Options>Partial InvoiceEdit the Invoice date if needed
Select Attachments from the list, or click
add attachmentto upload new filesSelect a partial invoicing method and enter the amount/percentage
Select
Options>Email.
📝Notes:
Maximum of 10 MB total (email + attachments) can be sent per email
The Order # (from MYOB, QBO or Xero) will appear on the Order details page next to the Invoice status with the status updating to "Partial".
How to generate a Partial Invoice
There are four method to generate a Partial Invoice:
Invoice specific line items - invoice individual line items with custom amounts or percentages
Invoice a specific dollar amount - enter a fixed dollar value to invoice from the total order
Invoice a percentage of total order value - invoice a set percentage of the full order value.
Invoice remaining amount - automatically invoice the outstanding balance based on prior partial invoices.
Invoice specific line items
Ensure the Job/Order is not in Draft status
Go to
Options>InvoiceEdit the Invoice date if needed
In How do you want to invoice, select
Invoice specific line itemsTick the Line Items to invoice and enter the Invoice amount in figures or percentage.
Select
Options>Preview,Print, orEmail.
📝Note: the 'Invoiced to date' and 'Remaining to be invoiced' amounts are tracked to ensure accuracy when generating additional Partial Invoices.
✋ Warning: if discounts are applied to the Job/Order, this option will be disabled to maintain accuracy.
Invoice a specific dollar amount
Ensure the Job/Order is not in Draft status
Go to
Options>InvoiceEdit the Invoice date if needed
In How do you want to invoice, select
Invoice a specific dollar amountEnter the desired dollar amount to invoice
Select
Options>Preview,Print, orEmail.
📝Note: the 'Invoiced to date' and 'Remaining to be invoiced' amounts are tracked to ensure accuracy when generating additional Partial Invoices.
Invoice a percentage of total order value
Ensure the Job/Order is not in Draft status
Go to
Options>InvoiceEdit the Invoice date if needed
In How do you want to invoice, select
Invoice a percentage of total order valueEnter the desired percentage of the Job/Order total value
Select
Options>Preview,Print, orEmail.
📝Note: the 'Invoiced to date' and 'Remaining to be invoiced' amounts are tracked to ensure accuracy when generating additional Partial Invoices.
Invoice remaining amount
Ensure the Job/Order is not in Draft status
Go to
Options>InvoiceEdit the Invoice date if needed
In How do you want to invoice, select
Invoice remaining amountThe Amount to be invoiced will automatically show the remaining amount to be invoice
Select
Options>Preview,Print, orEmail.
How to view a Partial Invoice generated
Within a Submitted Sales Order, hover over the Partial status under Invoiced
Click
viewon any listed Partial Invoice.
How to delete a Partial Invoice
Ensure the Job/Order is not in Draft status
Hover over the Partial status under Invoiced
Click
×on the listed Partial Invoice
Confirm deletion in the pop-up prompt.
📝Note: when a Partial Invoice is deleted it will no longer be factored into the invoiced or remaining amounts on a Sales Order.