Progressive invoicing divides an agreed project price across defined stages. Tie each invoice to an approved milestone, show what has already been billed and keep changes visible so the final balance is easy to reconcile.
Write the billing schedule before work starts
For each milestone, name the deliverable, the person who approves it, the acceptance criteria and the amount due. Include the expected delivery date and the payment terms. A percentage such as “50% complete” is difficult to review unless both sides know what it represents.
For a website project, the schedule might cover the approved design, a working staging site and the final handover. A deposit can sit before those stages if the customer agrees. Keep deposits, completed work and optional extras clearly identified.
An example billing schedule
For a $6,000 project, the agreement could specify a $1,500 deposit, $2,000 after design approval and $2,500 at handover. The total stays $6,000. Each invoice should identify the project and the relevant milestone, and account for any deposit already applied.
Keep evidence with the invoice
- Record the approval or signed acceptance.
- Describe the completed deliverable on the invoice.
- Use the agreed amount and due date.
- Keep changes to scope separate from the original price.
If the customer requests additional work, agree on its price and effect on the schedule before starting. If a milestone is disputed, resolve which acceptance condition remains open before sending repeated payment reminders.
Choose the right billing method
Milestones suit work with identifiable outputs. Time-based billing may suit an ongoing assignment where the amount of work changes. Progress billing can suit contracts that measure completion as a percentage. Choose the method that the customer can check against the work delivered.
With Invoice Crowd, you can keep proposals, customer invoices and partial-payment records together. Review each invoice against the agreed milestone before sending it.
