When you want to give your customer a cost breakdown before issuing a real invoice, you can send a Pro-forma Invoice. It acts as a formal estimate and includes pricing details and a due date. Pro-forma Invoices are not counted as financial transactions but are useful for securing pre-approvals or upfront payments.
Steps to Create a Pro-forma Invoice
Open the relevant job.
Click Pro-forma invoice from the left-hand menu.
In the pop-up window, complete the following:
Invoice Date – Set today’s or a future date.
Terms – Select the payment term (e.g. 30 days).
Due Date – Auto-filled based on selected terms.
Email – Confirm or edit the customer’s email. You can add multiple addresses if needed.
(Optional) Add notes to include on the invoice.
Click Preview to review.
Click Send to email the Pro-forma Invoice.
Where to Find Sent Pro-forma Invoices
Once sent, a copy of the Pro-forma Invoice is automatically saved in the Files & Notes section of the job.
This allows you to easily access or download it at any time.
📄 Pro-forma Invoice PDF Preview
Here’s what a Pro-forma Invoice PDF looks like when it’s sent to your customer:
💡 Deposits Are Clearly Displayed
If a deposit has already been recorded for the job, it will appear just below the total on the invoice.
This ensures full transparency by showing:
How much has already been paid (Deposits)
How much is still due (Outstanding)
See the example below:
