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ProForma Invoices

The Proforma Invoices Add-On allows you to create proforma invoices that can later be converted into standard invoices once approved by the client.

Proforma invoices are commonly used to:

  • Request approval before issuing a final invoice
  • Provide preliminary billing documentation
  • Confirm pricing before work begins
  • Facilitate international transactions

What Is a Proforma Invoice?

A proforma invoice is a preliminary bill sent to a client before an official invoice is created. It outlines the products or services, quantities, pricing, and terms, but is not yet a finalized accounting document.

Once approved, a proforma invoice can be converted into a standard invoice.

Before you Begin

The add-on must be installed and enabled before you can use it. 

Creating a Proforma Invoice

Navigate to:
Proforma Invoices → + New

  1. Select a Client.
  2. Select the Date.
  3. Click Submit.

You will be redirected to the proforma invoice edit screen.

Editing a Proforma Invoice

On the edit screen, you can configure:

Summary & Tags

  • Enter a summary description.
  • Add tags if desired.
  • Choose whether to include the summary on the document.

Client Information

  • Review or change the billing information.

Items

  1. Click + Add Item.
  2. Select an item or manually enter a description.
  3. Enter quantity and price.
  4. Select tax settings if applicable.

Totals (Subtotal, Tax, Total) are calculated automatically.

Additional Tabs

  • Additional
  • Notes
  • Attachments
  • Enter custom Terms and Conditions.
  • Add a Footer if desired.

Options Panel (Right Side)

  • Proforma Invoice Number
  • Date
  • Expiration Date
  • Discount
  • Currency
  • Exchange Rate
  • Status
  • Template

Click Save when finished.

Proforma Invoice Status

Proforma invoices typically begin in Draft status.

Once sent to the client, the client may:

  • Approve
  • Reject

Approval can trigger automatic conversion to a standard invoice (if enabled in settings).

Proforma Invoice Actions

From the Proforma Invoice list screen, click Options to:

  • Edit
  • Generate PDF
  • Print
  • Email
  • Make a Copy
  • Convert to Invoice
  • View Public Link
  • Delete

Public View & Client Approval

Clients can view the proforma invoice using the public link.

On the public screen, clients can:

  • View the full document
  • Download PDF
  • Approve
  • Reject

If automatic conversion is enabled, approval will create a new invoice.

Converting Proforma to Invoice

You can convert a proforma invoice manually by:

Options → Proforma Invoice to Invoice

The system will generate a standard invoice using the proforma data.

Proforma Invoice Settings

Navigate to:
Settings → Add-ons → Proforma Invoices → Options → Settings

Available Settings

  • Default Proforma Invoice Template
  • Default Document Number Scheme
  • Proforma Invoices Expire After (Days)
  • Default Status Filter
  • Automatically Convert When Client Approves
  • Invoice Retention Behavior After Conversion
  • Default Terms
  • Default Footer
  • Email Behavior While in Draft Status
  • Allow Payments on Proforma Invoices

Adjust these settings to match your workflow.

Typical Workflow

  1. Create proforma invoice.
  2. Add items and terms.
  3. Send to client.
  4. Client approves.
  5. System converts to invoice (automatically or manually).

Troubleshooting

Proforma Not Converting Automatically

  • Check automatic conversion setting.
  • Verify client clicked Approve.

Expiration Date Not Updating

  • Review expiration settings in Proforma Settings.

Invoice Data Incorrect After Conversion

  • Check conversion retention behavior setting.
  • Review terms and line items before conversion.

Important Notes

  • Proforma invoices are not accounting records until converted.
  • Conversion creates a new standard invoice record.
  • Payments on proforma invoices depend on your settings configuration.
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