Pro-forma invoices

A pro-forma invoice is a preliminary document issued before goods or services are delivered. It provides an estimate of the transaction, including product details, quantities, pricing, and additional costs such as shipping or handling.

Unlike a standard invoice, a pro-forma invoice is not a request for payment. Instead, it is used to give customers a clear overview of expected charges before finalizing the transaction.

These documents are commonly shared alongside quotations or used during international trade processes, such as customs clearance.

Configuration

To use pro-forma invoices, the feature must first be enabled.

Follow these steps:

• Navigate to Sales app ‣ Configuration ‣ Settings

• Locate the Quotations & Orders section

• Enable the Pro-Forma Invoice option

• Click Save

Send a pro-forma invoice

Once enabled, pro-forma invoices can be sent directly from a quotation or sales order using the Send Pro-Forma Invoice button.

Note

The option to send a pro-forma invoice is not available in the following cases:

• When a down payment invoice has already been issued

• For recurring subscription orders

In these situations, the Send Pro-Forma Invoice button will not be displayed.

Pro-forma invoices can still be used for various scenarios, including:

• Service-based sales

• Event registrations

• Training or courses

• New subscription orders

They are not limited to physical or stockable products.

Email and delivery process

Clicking Send Pro-Forma Invoice opens an email composition window.

In this window:

• The Recipients field is automatically filled with the customer’s email

• The Subject and email content can be adjusted as needed

• The pro-forma invoice is attached automatically as a PDF

Once everything is ready, click Send to deliver the email along with the attached document.

Preview the pro-forma invoice

Before sending, you can review the document:

• Click the attached PDF in the email window

• The file will download instantly

• Open it locally to verify layout and details

Tip

Always preview the pro-forma invoice before sending it to ensure accuracy in pricing, formatting, and customer information.