Learn how to set up and manage running balance invoices in ProLine, including deposits, progress payments, and final balance invoices. This guide also explains how running balance invoices differ from standalone invoices and highlights the benefits of each method.
This article covers:
What Running Balance Invoicing Is
Setting Up Invoices from a Quote
Deposit, Progress, and Balance Invoices
Adjusting Invoices and Manual Edits
Standalone Invoices
Benefits and Common Use Cases
What Is Running Balance Invoicing?
Running balance invoices reflect the total project amount, minus any payments already made. Each invoice generated with this method allows your customers to see:
The total project cost
Payments already made
Current amount due
This ensures a clear, consistent billing experience and reduces confusion for customers.
Before You Invoice: Start with a Quote
Create and Sign a Quote
For example, a signed quote might total $11,034.41 (including tax and discounts), split into:
Deposit: $3,300
Remaining Balance: $7,734.41
Quote Details Matter
ProLine uses the signed quote breakdown to automatically populate invoice amounts.
Creating a Deposit Invoice
Navigate to the project’s Billing tab → Invoices sub-tab.
Select New Invoice → Deposit Invoice Template.
The system pulls the pre-tax amount, applies tax and discounts, and sets the amount due based on the template calculation (Company Settings → Invoices → Deposit → Calculation = Deposit).
Apply the payment (e.g., $3,300 cash) to mark the deposit invoice as paid.
Note: The Billing Summary in the invoice tab now reflects this payment, giving a clear overview of all amounts applied to the project.
Creating a Progress Payment Invoice
Select the Progress Payment Invoice Template.
The total project amount is shown, with the amount due reflecting the selected progress percentage (Company Settings → Invoices → Progress Payment → Calculation = 50%).
Example:
Total Project: $11,034.41
50% Progress Payment: $5,517.21
Already Paid: $3,300 (deposit)
Current Amount Due: $2,217.21
Key Feature: Running balance invoices automatically deduct any previous payments to show the correct current balance.
Finalizing with a Balance Invoice
Select the Balance Invoice Template.
Set to 100% of the total project.
Already paid amounts (deposit and progress payments) are automatically deducted.
Example:
Total Project: $11,034.41
Paid: $3,300 (deposit) + $2,000 (progress)
Balance Due: $5,734.41
The Billing Summary and Due Date field in Invoice Settings help track remaining balances and scheduled payments.
Adjusting Invoices & Manual Edits
You can edit the Amount Due on any invoice.
The system recalculates payments automatically, deducting previously applied amounts.
The Amount Due represents the portion of the total project currently due, not just the payment scheduled for today.
Standalone Invoices: An Alternative
Standalone invoices ignore previous invoices and focus on payments specific to that invoice.
Use this method for one-off charges or non-standard billing flows.
To disable running balance logic, uncheck the Running Balance option in the invoice template.
Manual calculation is required if using standalone invoices for multiple payments.
Benefits of Running Balance Invoicing
Clear, consistent communication with customers
Reduces billing disputes and confusion
Auto-calculates payments and balances
Works with deposit, progress, and final payments
Maintains clean financial records tied to each project
Common Use Cases
Deposit + Balance: Simple two-payment model
Deposit + Progress + Final Balance: Useful for phased projects
Change Orders: New quotes automatically update future invoices
Final Thoughts
ProLine’s running balance invoicing system streamlines project billing while maintaining transparency for customers. Standalone invoices offer flexibility for specific scenarios, but running balances provide an automated, professional, and consistent experience.