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Chapter 10

Proforma Invoices

A proforma invoice is a priced document you send a client before the work is done, for example so they can raise a purchase order. It has its own numbering (PFI-2026-0001), so it never uses up an invoice number. Proformas are under Finance → Proformas.

10.1 Turning it on#

Proformas are switched on by default. An Admin can switch them off, and set the default validity and the PDF footer, under Administration → Settings → Proforma Invoices (see section 13.2). When they are off, Proformas disappears from the staff menu and from the client portal.

10.2 Creating a proforma#

  1. Finance → Proformas → “New Proforma,” or “+ Create Proforma” on a request page.
  2. Choose the Client.
  3. Choose “Start from a quoted request” to link it to one of the client’s requests and copy in its quote, or “Start without a request.”
  4. Add the line items: Description, Qty and Unit Price for each, with “+ Add Line” for more. Tick “No tax” on a line the Tax Rate shouldn’t apply to, such as a cost passed on to the client; charges marked “paid on your behalf” on the quote come in ticked. The tick carries over when the proforma becomes an invoice.
  5. Set the Issue Date, Valid Until (filled in from the default validity in Settings), Currency, Tax Rate (%) and any Notes.
  6. Save. The proforma starts as a draft.

10.3 Issuing it#

Check the draft, then click “Issue Proforma.” Its prices are locked, and the client can see and download it in the portal. Click “Download PDF” for a copy to send by email.

10.4 Editing, expiry and cancelling#

  • A draft can be edited completely, or deleted.
  • Once issued, only the Valid Until date and the notes can change.
  • An issued proforma whose Valid Until date has passed shows as Expired. The client’s portal tells them to contact you for an updated one. Extend the date if the price still stands.
  • To withdraw a proforma, click “Cancel” and enter the reason. The client’s portal shows it as withdrawn and no longer valid.

10.5 Converting it to an invoice#

When the client goes ahead, open the issued proforma and click “Convert to Invoice.” The system creates a draft invoice with the same lines, currency and tax, and today’s exchange rate for that currency, dated today and due in 30 days, with a note saying which proforma it came from. The proforma becomes Converted, and the invoice shows “Converted From” with a link back.

Review the draft invoice, attach the trips if you like, then issue it as usual (section 8.3).