Renewables - Managing a Stage Payment Schedule

Create the job record and document the agreed stage payment schedule with each milestone, trigger event, and amount due.

Issue the deposit invoice immediately on contract signing. Do not place equipment orders until the deposit payment is confirmed.

Place purchase orders for panels, inverter, and ancillary equipment once the deposit clears. Raise the stage 2 invoice at this point per the agreed payment schedule.

Record materials delivery against purchase orders and update the job milestone. Flag any shortfalls before the installation crew mobilizes.

Issue the pre-completion invoice when installation is physically complete and the system is ready for commissioning testing.

Complete commissioning records digitally. For systems above 50kWp, arrange DNO witness testing and capture sign-off documentation in the job record.

Issue the final invoice with MCS certificate, G98 or G99 documentation, and commissioning records attached. Close the job once payment is received.

We chase customers for deposits manually by email and have no record of which jobs have been paid before we order equipment.

Mid-project invoices get raised at different stages by different team members - some bill at delivery, some at installation, and some forget entirely until the final invoice.

We can't see at a glance which stage payments are outstanding across all live jobs, so cash flow forecasting is guesswork.