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Creating a Proforma Invoice

Creating a Proforma Invoice

What is a proforma invoice?

This document, also known as a pro forma invoice, is especially useful when you want to receive payment for a product or service after the order but before fulfillment. By sending a proforma invoice, the customer pays for the order in advance, and only then receives the product/service and the final invoice. For the seller, the VAT payment obligation only arises at this point.

IMPORTANT: The following features are only available in Basic and Pro plans:

  • Creating drafts

  • Creating invoices by copying

  • Proforma invoices

  • Advance invoices

  • Final invoices

  • Foreign currency billing (handling 37 currencies)

  • Automatic handling of MNB central exchange rates

  • Handling discounts on issued invoices

These features are not available in the Free plan.

Creating a Proforma Invoice

To create a proforma invoice, navigate to Invoice list / Tax invoice and click the "New document" button. Select "Proforma invoice" under Type.

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Enter all necessary data as if you were creating a regular invoice, and finally click "Create Document".

Sending the Proforma Invoice:

  • Via Billingo: During creation, enter the email address in the partner data and select "Send via Billingo".

  • After Creation: Click the ACTIONS (three dots) button on the right side of the list and select "Send document via email".

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Creating a Document Based on a Proforma Invoice

You can generate a final invoice or an advance payment invoice from a proforma invoice in two ways:

1. "Create Document" Option

Click the ACTIONS (three dots) and select "CREATE DOCUMENT". A pop-up window will appear where you can choose between creating an Invoice or an Advance Invoice. You can also:

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  • Edit the Fulfillment Date and Payment Deadline.

  • Add a comment to the document.

  • Send it automatically via email by checking the notification box

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EXAMPLE: If you create a proforma invoice on May 25th with a June 1st fulfillment date and an 8-day payment deadline (June 9th), and the payment arrives on June 7th: when you generate the final invoice, the fulfillment date will be June 7th, and the payment deadline will be June 15th.

2. "Copy" Option

If you need to modify more data, click ACTIONS (three dots) and select "COPY". This creates a draft invoice that is identical to the proforma invoice. After checking or modifying the data, you can save it as a final invoice. 

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Note: In this case, the automatic text referencing the proforma invoice serial number will not be added to the final invoice; you must enter it manually in the comment field.