Pro-Forma Invoices.
Create, finalize, and send pro-forma invoices as preliminary documents before delivery.
Pro-Forma Invoices
Where: Sales > Proformas Who: any authenticated user
A pro-forma invoice is a preliminary document sent before delivery or payment. It shows your customer what they will be charged but is not a binding invoice. Pro-forma invoices do not accept payments and do not appear in financial KPIs.
Creating a pro-forma
- Go to Sales > Proformas and click New Proforma
- Select the customer and currency
- Set the issue date
- Add line items with descriptions, quantities, prices, and tax rates
- Click Save draft or Finalize
The editor uses the same interface as invoices. The document number uses the PF- prefix from your configured numbering sequence.
Pro-forma lifecycle
| Status | Description |
|---|---|
| Draft | Editable, no number assigned yet |
| Sent | Finalized with permanent PF-number |
| Cancelled | Voided. Number preserved for audit trail |
Pro-formas do not have Paid, Partially paid, or Overdue statuses because they do not accept payments.
Actions
| Action | Description |
|---|---|
| Preview PDF | View the PDF in your browser |
| Download PDF | Download the PDF file |
| Send | Email the PDF to the customer |
| Duplicate | Create a new draft with copied line items |
| Cancel | Void the pro-forma (requires reason) |
| Delete | Delete a draft (only available before finalization) |
When to use pro-formas
Use pro-formas when your customer needs a document showing the expected charges before you deliver goods or services. Once you deliver and want to collect payment, create a regular invoice (manually or by duplicating the pro-forma).
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