Video summary

Abschlags und Schlussrechnung schreiben

Main summary

Key takeaways

Educational

Main ideas / lesson conveyed

  • The video explains how to write interim invoices (“Abschlagsrechnung”) and the final invoice (“Schlussrechnung”) in IDF/Ida for an active project.
  • It shows how interim invoices are generated from service/contract positions, how to maintain consistency across multiple interim invoices, and how the system automatically tracks:
    • issued invoices,
    • received payments,
    • services rendered,
    • and the resulting outstanding balance.

Step-by-step methodology (as presented)

A) Create the first interim invoice (50%)

  1. In the open project:

    • Navigate to List of services.
    • Review the available documents/sets (e.g., draft → quotation → offer → accepted offer → contract specification / order specification).

  2. Choose the basis for the interim invoice:

    • The video recommends using order confirmation because it’s coordinated with the customer.

  3. Open the order specification (via the magnifying glass).

  4. Select which items to include:

    • Use checkboxes at the top to choose the positions to invoice in this interim invoice.
    • Example: include front door only and omit windows for now.

  5. Follow the key rule for later interim invoices:

    • Always include all items that were already included in previous interim invoices.
    • Recommendation: select all positions to avoid missing items.

  6. Create the interim invoice:

    • Click Select (top right) → Create invoice.
    • At the top, choose the invoice type:
      • Partial invoice (interim invoice).
    • Choose the billing method:
      • Invoice based on the progress of work, accumulating costs according to progress.

  7. Configure invoice options/data:

    • Add required location data.
    • The customer does not receive a discount.
    • Choose print options (e.g., long vs. short performance text).
    • Set account/details options, such as:
      • how items are drawn from position numbers,
      • whether the down payment section uses specific items or a flat-rate amount.
    • Set the performance level / progress amount:
      • Example: 50% of all items for the first interim invoice.

  8. Texts and document generation:

    • Leave default standard texts as-is for now.
    • Click Save.
    • Click Generate invoice as PDF → generate a draft first, then (after checking) generate the actual invoice PDF again.

  9. Sending/recording:

    • The video skips sending via email.
    • The interim invoice is saved and can be found under outgoing invoices in the project.

B) Record payment received before the next invoice (example)

  • In the project’s outgoing invoice area:
    • Add a payment entry to track what the customer actually paid.
  • Example intent:
    • The invoice was for ~€8,000, and only €8,000 was paid (caption error mentioned; meaning is that it’s a partial-payment scenario).
  • Save the payment entry.

C) Create the second interim invoice (with updated progress)

  1. Go back to List of services.
  2. Notice the system status change:
    • Service agreement status changes to billing service agreement status.
    • The header shows the already billed amount (example: exactly 50%).
  3. Reopen the schedule of services:
    • If items reappear, select them → Create invoice.
  4. Invoice type options are limited:
    • Since an interim invoice was already sent, the system allows only:
      • Interim invoice
      • Final invoice
    • A “normal” invoice option is not available anymore.
  5. Update progress distribution:
    • Keep settings like service period and payment deadline; no discount.
    • Example:
      • front door remains at 50%,
      • windows increase to 80% (performance level raised for windows).
  6. Save and generate the PDF:
    • Create as PDF (demo skips draft checks).
  7. Automatic summary block:
    • From the second interim invoice onward, IDF auto-generates an end-of-document block showing:
      • invoices issued so far,
      • payments received so far,
      • services rendered,
      • leading to the currently outstanding amount.

D) Continue with more interim invoices (3rd, 4th, …)

  • Repeat the workflow each time:
    • Reopen the schedule of services.
    • Create the next interim invoice.
    • Ensure consistency:
      • include all items from earlier interim invoices,
      • update progress levels accordingly.
  • Before issuing another interim invoice:
    • Include/record payments that have been received.
  • Tracking:
    • The video suggests checking the overall progress in the bill of quantities (example mentioned: ~70%+ invoiced).

E) Record payments in the finance module (alternative)

Payments can be added either:

  • in the project (as in section B), or
  • directly in the finance module:
    1. Go to Finances → outgoing invoices list
    2. Filter to outstanding invoices
    3. Use the payment symbol to add payment to the relevant invoice

F) Create the final invoice (Schlussrechnung)

  1. Go back to List of services where two interim invoices already exist.
  2. Select an item → Create invoice.
  3. Choose invoice type:
    • Final invoice
  4. System changes available fields/options:
    • Performance level input is removed/locked (set automatically to 100%).
    • Options to hide positions are no longer available; items are shown accordingly.
  5. Update default texts as needed.

  6. Save and generate PDF.

  7. Final invoice contents/signaling:

    • It has its own invoice number.
    • The statement below is automatically updated (e.g., invoices sent, payments received, outstanding balance).
    • Example outcome described:
      • Two invoices were sent total.
      • Only one payment exists so far (from the first interim invoice), leaving an outstanding balance around €9,000.
  • Sending is optional:
    • Would be via email integration; the video doesn’t require it.

Speakers / sources featured

  • Lenard (speaker; author of the video)
  • IDF / Ida software (system/source being demonstrated; no human authorship)

Original video