How to create a pro-forma invoice

What is a pro forma invoice?

A pro-forma invoice looks like a regular invoice but isn’t a demand for payment. Think of it as a “preview invoice”, useful for customs, shipping, or when your customer needs paperwork before they can release funds.

Why pro-forma invoices come in handy

International trade: Helps with customs and import approvals.

Upfront payments: Gives customers all the details before you issue the official invoice.

Formal offers: Looks more official than a quote, but doesn’t hit your books as income.

Important: In South Africa, a pro-forma invoice is not a tax invoice. It doesn’t create income in your accounts or VAT liability.

How to create a pro-forma invoice in stub

1. Go to Sales in the left menu of your workspace.
2. Click the green Invoice button (top right).
3. From the dropdown, select Pro Forma Invoice.
4. Fill in the details:
   • Customer (select or add new)
   • Items and descriptions
   • Quantities, prices, and totals
   • Notes or terms, like “This is a pro-forma invoice for reference only — not a tax invoice.”

5. Optional: Add Discounts, Purchase Orders, or Deposits from the sidebar.

6. Click Save to store your draft or Send to share it.

💡 Tip: You can also add VAT or track deposits on a pro-forma invoice, but it won’t appear in your reports until converted to a real invoice.

What your customer sees

• A clean, professional invoice-style document with all your business details.
• Clear totals, item descriptions, and payment terms.
• Clearly marked as Pro Forma Invoice, so it’s obvious it’s not a tax invoice.

Adding payments to a pro-forma invoice

You can record payments received against a pro-forma invoice, for example, when a client pays a deposit or prepayment.

1. Open the pro-forma invoice.
2. On the right-hand panel, click + Payment.
3. Choose between:
   • Existing: Link the payment to a transaction already in your books, or
   • New: Add a new payment manually.

4. Fill in the details:

• Description (e.g. “Deposit for October order”)
• Amount and Date
• Paid to (select the bank or cash account)
• Optional: Add Notes, Tags, or attach a File (like proof of payment).

5. Click Save.

Payments added here won’t post income yet. They simply help you track funds received before issuing the final invoice.

Pro tips for using pro-forma invoices

• Always issue a real invoice once the deal is confirmed — that’s when income is recorded.
• Use pro-formas for clarity, not as a substitute for proper invoices.

Pro-forma invoices are handy placeholders that help customers prepare, without affecting your accounts. Once it’s time to get paid, convert the work into a real invoice in stub.