A progress invoice template helps NZ tradies issue staged invoices such as deposits, milestone claims, and final invoices with clearer structure. It should identify the stage being billed, what work it covers, the balance remaining, and the payment terms.
Page last updated: May 2026
Use the DOCX templates for manual billing. Use ATT when deposits, progress claims, variations, and Xero workflow need to stay connected.
| Invoice type | When used | What it should show |
|---|---|---|
| Deposit invoice | After quote acceptance before work starts | Deposit amount, GST, payment terms, quote reference |
| Progress claim | After a stage or milestone | Stage name, work covered, previous invoices, amount claimed |
| Variation invoice | When approved scope changes | Variation description, approval reference, added amount |
| Final invoice | After completion or handover | Final balance, prior payments, completion reference, payment terms |
Staged billing creates confusion if the client cannot see what each invoice covers. A strong template prevents that by showing the billing stage, work covered, and remaining balance clearly.
It should include the stage name, the work or milestone being billed, the amount due, any prior invoices, the remaining balance, and the payment terms.
Use this as a practical template for a deposit or milestone invoice. Replace the placeholders with your own business and job details.
| Field | Example entry |
|---|---|
| Business name | North Shore Painting Ltd |
| Invoice number | PI-2026-014 |
| Invoice stage | Progress Claim 1 of 3 |
| Client | Sarah and James R. |
| Job address | 14 Kowhai Street, Auckland |
| Original quote reference | Q-2026-031 |
| Work covered by this claim | Exterior wash, prep, prime coat, and first top coat to all weatherboards |
| Contract total | $18,400 + GST |
| Previously invoiced | $5,520 incl. GST deposit |
| This invoice amount | $6,900 + GST |
| Remaining after this invoice | $5,980 + GST |
| Payment terms | Payable within 7 days |
You can also use this wording block directly in your own invoice:
If you want a ready-made example to adapt, use the download section on this page and we’ll email you the sample DOCX invoice link.
The sample is written as a realistic NZ painting-job progress claim so you can see how the stage name, work covered, prior billing, and remaining balance should read together.
Once multiple staged invoices need to stay connected to the live job, the manual template becomes limiting. Related pages: progress invoicing software NZ and quote-to-invoice software NZ.
For a larger painting job, you might invoice a deposit after quote acceptance, a progress claim after preparation or first coat, a variation invoice if the scope changes, and a final invoice after completion. The template should show the stage, amount claimed, GST, previous payments, balance remaining, and payment terms.
NZ progress invoices should make GST treatment clear. State whether the amounts include or exclude GST, show previous invoices, show the balance remaining, and include due date or payment terms. Ambiguous staged invoices create avoidable customer questions.
The sample DOCX is useful when billing is simple. Software becomes better when progress claims, variations, quote records, job status, and Xero-connected invoicing need to stay aligned. ATT helps move the workflow beyond standalone files.
Read progress invoicing software NZ, quote-to-invoice software NZ, and Xero trade workflow software NZ.
Use the DOCX templates for manual billing. Use ATT when deposits, progress claims, variations, and Xero workflow need to stay connected.
It is a template for staged invoices such as deposits, milestone claims, and final invoices on larger jobs.
It should include the billing stage, what work it covers, the amount due, prior billing, remaining balance, and payment terms.
Because larger jobs are safer and healthier for cash flow when billed in stages instead of only at the end.
When staged billing needs to stay connected to the quote, job, and payment record rather than being handled manually.
Read progress invoicing software NZ if you want staged billing connected to the wider workflow.
Yes. If GST applies, the progress invoice should clearly show whether amounts include or exclude GST and how GST is applied to the amount claimed.
A deposit invoice is usually issued after quote acceptance before work starts. A progress invoice is issued after an agreed stage or milestone.
Yes. The sample is written around a realistic NZ painting-job progress claim and can be adapted for deposits, milestones, and final billing.
Approved variations should be listed clearly, with the extra amount and how it affects the remaining balance.
ATT Professional is designed for Xero-connected trade workflow where quote, job, staged billing, and invoicing context stay aligned.