Understanding Your Invoice: A Line-by-Line Guide
This article walks you through what each section of a Progressive Robot invoice means, so you always know exactly what you are being charged for.
Invoice Header
- Invoice Number: A unique reference for this invoice. Always quote this when making payment or querying an invoice (e.g. INV-0042)
- Invoice Date: The date the invoice was raised
- Due Date: The date by which payment must be received (typically 14 days from the invoice date)
- Your Reference / PO Number: If you provided a purchase order number, it will appear here
Line Items
Each line item represents a specific piece of work, service, or cost:
- Description: A clear description of the work or item (e.g. "Sprint 3 Development — 12 days @ £650/day")
- Quantity: Number of units (days, hours, licences, etc.)
- Unit Price: The agreed cost per unit (net, excluding VAT)
- Line Total: Quantity × Unit Price
Discounts
If a discount has been agreed (e.g. early payment discount, introductory rate, or bundle discount), it will appear as a separate line item in the discount row, shown as a negative amount.
Subtotal, VAT & Total
- Subtotal: The sum of all line items before VAT
- VAT (20%): UK Value Added Tax at the standard rate. Progressive Robot's VAT registration number is shown on the invoice
- Total Due: The amount you need to pay, including VAT
Payment Details
Our bank details are shown at the bottom of every invoice:
- Account Name: Progressive Robot Ltd
- Sort Code & Account Number: Listed on your invoice
- Payment Reference: Always use your Invoice Number as the payment reference so we can match it to your account instantly
For Time & Materials Invoices
T&M invoices will include a timesheet summary as an attachment. This lists the dates, tasks worked on, and hours billed for each person on your project. If you have any questions about the timesheet, contact your Project Manager.
Credit Notes
If an invoice has been raised in error or a refund is due, we will issue a Credit Note. A credit note has a negative total and will reduce the balance on your account. Credit notes are applied to future invoices unless you request a refund to your bank account.