Let’s talk about an invoicing problem nobody warns you about. You finish a project, tally up the hours, and realize you’ve worked 14.7 hours. However, your payment invoice only allows you to charge in whole numbers. Do you round down and lose money, or round up and risk awkward client emails?

Here’s the good news: our latest CRM update introduces partial amounts in invoices, letting you bill precisely what you deliver—down to the decimal quantities. It’s a long-awaited feature designed to make your billing process as accurate as your work. Think of it as precision billing for the real world. No more spreadsheets, no more compromises—just clean, accurate invoices that keep clients happy and cash flowing.

The Problem with Whole Numbers (and How Partial Quantities Fix It)

Imagine you’re a freelance developer. Your client’s app update took 8.3 hours, but your invoicing tool forces you to bill for 8 or 9 hours. If you undercharge, you lose $40 (at $100 for an hourly rate). If you overcharge, the client questions your integrity because of the extra costs.

Partial quantities fix this by letting you bill exactly based on a period of time. It’s about professionalism—clients trust precise invoices because they reflect actual work, not rough estimates.

And it’s not just for time tracking. Construction teams can do a partial invoice for 15.5 cubic meters of concrete. Marketing agencies can charge for 0.75 days of campaign setup. Even retailers can bill for 3.2 units of custom packaging.

Why Partial Payments Matter More Than You Think

Here’s the deal: cash flow is the lifeblood of your business. Waiting weeks (or months) for full payment can leave you scrambling to cover expenses. Partial payments let you invoice as you go—like a contractor billing 50% upfront for materials and 50% upon delivery.

For example, if you run a small marketing agency, you might wait until the end of a 3-month project to invoice clients. With partial payments, you can bill monthly for the exact hours worked—say, 18.2 hours in March. Your clients will love the transparency, and you’ll avoid the stress of covering payroll.

Partial payments are also a growth tool. Offering flexible payment invoice plans—such as splitting a $5,000 project into four installments—can attract clients who might otherwise walk away. It’s like turning a “no” into a “yes” with a simple billable items.

Breaking Down the Jargon: Interim vs. Partial Invoices

Before we dive deeper, let’s clarify terms you’ll hear thrown around:

• Interim invoices are temporary bills tied to project milestones. Think of a web developer charging 30% after designing the homepage.

• Partial invoices cover a portion of the total amount due. For example, a client pays 60% upfront for custom software, with 40% due post-launch.

Both rely on the same principle: breaking amounts on invoices into manageable chunks. The difference? Interim invoices are tied to progress, while partial invoices focus on splitting the total.

How to Set Up Partial Quantities in Your CRM (Without Losing Your Mind)

You’re busy, and the last thing you need is a 20-step setup process. Here’s how to enable partial quantities in under 5 minutes:

• Create a New Invoice: Navigate to your CRM’s Payments tab, click Invoices, and hit New. If you’re a creature of habit, save a template for recurring projects (like “Monthly Retainer”).

  

• Build Your Invoice: Use the drag-and-drop tool to add line items—say, “Consulting Hours” or “Materials Used.”

  

• Enter Decimals Like a Pro: Type 1.5, 3.7, or 28.2 directly into the quantity field. No more dropdowns or guesswork.

  

• Review and Send: Double-check the math (though the CRM auto-calculates totals), add a friendly note like “Billed for 2.5 hours at “Billed for 2.5 hours at 120/hr=120/hr =300”, and hit Send.

  

The Hidden Benefits You Might Not See Coming

Sure, partial quantities save a whole period of time and reduce errors. But here’s what you aren’t expecting:

• Fewer “Can We Talk About the Invoice?” Emails: Clients hate surprises. When they see a charge for 4.3 units instead of a rounded-up 5, they’re less likely to question this invoice payment.

• Better Client Relationships: A bakery owner once told me, "I started billing for half-day rentals (4 and 1/2 hours) instead of forcing clients to book a full day. They loved the flexibility, and I booked more events."

• Audit-Proof Records: Ever tried explaining a rounded-up regular invoice to an accountant? With precise quantities, your records speak for themselves.

The Dark Side of Partial Payments (and How to Avoid It)

Partial payments aren’t perfect. Here’s what can go wrong—and how to fix it:

• Higher Transaction Fees: Processing four $250 payments instead of one $1,000 payment adds up. Fix: Negotiate volume discounts with payment processors or bundle fees into your pricing.

• Accounting Software Limitations: Some legacy tools don’t handle decimals well. Fix: Use CRM integrations like QuickBooks Sync to automate data flow.

• Client Confusion: “Why am I being charged for 1.5 hours?” Fix: Add a note: “1.5 hours spent revising the proposal draft.”

Pro Tips for Stress-Free Partial Invoicing

Want to master partial invoicing? Try these strategies:

Set Clear Terms

Clear terms are essential for ensuring clients understand when and how partial payments or partial quantities are applied. Without clarity, confusion and disputes may arise, causing delays in payment or tension in your professional relationship.

Key Considerations:

• Contracts: Always outline partial payment terms in the agreement. Specify whether you’ll accept deposits, payments in installments, or billing based on project milestones. Example clauses:

"A 30% deposit is required upfront, with the remaining 70% payable upon project completion."

"Invoices will be issued at the completion of each phase. Payment for each invoice is due within 14 days."

• Milestones: If a project has multiple stages, define when you’ll send separate invoices and the percentage owed. For instance:

Milestone 1: Design mockups completed – 25% payment due.

Milestone 2: Development and testing phase – 50% payment due.

Milestone 3: Final delivery – 25% payment due.

Why It Matters:

Setting clear terms eliminates misunderstandings and sets client expectations. It also ensures cash flow is maintained, helping you avoid financial strain during longer-term projects.

Automate Follow-Ups

Chasing payments can be awkward, but automation makes it effortless while maintaining professionalism. Automation tools in CRMs can help you send timely reminders for upcoming or overdue payments.

Key Strategies:

• Payment Reminders: Schedule reminders for milestones or due dates. For example:

One week before: “Hi [Client Name], just a friendly reminder that your 50% deposit for the website redesign is due on [Date]. Let us know if you have any questions!”

On the due date: “Hello [Client Name], today’s the due date for your 25% milestone payment of $2,500. Kindly process the payment at your earliest convenience.”

Overdue: “Hi [Client Name], this is a reminder about your overdue payment of $2,500, which was due on [Date]. Please let us know if there’s anything we can assist with.”

• Customizable Tools: Use CRMs like Zoho, HubSpot, or QuickBooks, which let you personalize payment reminders and automate them based on preset conditions.

Why It Matters:

Automating follow-ups reduces the emotional labor of payment requests while keeping communication professional and timely. It also minimizes the risk of delayed payments.

Track Everything

Tracking payments, invoices, and project progress is critical for staying organized, ensuring you don’t miss payments, and maintaining clear records for audits or tax purposes.

Key Strategies:

• Project Codes: Assign unique identifiers to each project or invoice. For example:

“ProjectX_2024_March_25%” clearly indicates the project, month, and payment stage.

• Cloud Storage: Use platforms like Google Drive, Dropbox, or CRM-integrated storage to keep everything accessible and backed up. Ensure each invoice is filed under the right client and project.

• Spreadsheets: If you’re not using a CRM, maintain a spreadsheet with columns for:

Client Name

Project Name

Invoice Number

Invoice Date

Amount Due

Payment Received

Remaining Balance

Benefits for Tax Season:

• When filing taxes, having labeled and organized records means you can easily calculate your income, deduct expenses, and provide documentation for audits.

• For example, if an auditor requests proof of partial payments for “ClientX,” you can quickly locate the invoices labeled “ClientX_March_Invoice#101.”

Why It Matters:

Tracking invoices and payments ensures transparency and prevents disputes. It also protects you from legal or financial complications down the line.

Wrapping Up: Why Precision Billing is Your New Superpower

Nobody starts a business to argue over invoices. With partial quantities, you’re solving a billing problem while building a reputation for fairness and accuracy. Whether you’re a solo freelancer or scaling an agency, this feature turns invoicing from a chore into a strategic advantage.

Ready to give it a shot? Log into your CRM today, enable partial quantities, and invoice with confidence. If you’re looking for a seamless experience, check out Zapiy’s invoicing tools—they’re built to handle decimals, deadlines, and even your pickiest clients.