Proformas

A proforma is a preliminary document you send before a real invoice — a price agreed up front, not yet a tax document. It uses the same form as an invoice, with a separate numbering series and a shorter set of statuses. Convert it to a real invoice when the work is confirmed.

Raise a proforma

Raise a proforma the same way you build an invoice — see Create and send an invoice — but choose the proforma document type when you start it. Proformas use their own numbering series (such as PRO-0001), separate from your invoice numbers (such as INV-0001).

You can email a proforma to your client through the same confirmation step as an invoice.

How a proforma's statuses differ

A proforma moves through fewer statuses than an invoice:

Status	What it means
Draft	Saved but not sent. You can still edit it.
Sent	Marked as sent, or emailed to the client.
Viewed	Your client has opened it through their portal link.
Converted to invoice	You have turned it into a real invoice. The proforma is now closed.

Two actions are not available on a proforma:

• You cannot mark a proforma Paid. Convert it to an invoice first, then mark the invoice paid.
• You cannot void a proforma. To cancel one, delete it instead.

Convert a proforma to an invoice

When the client confirms, turn the proforma into a real invoice.

1. Open the proforma.
2. Click Convert to Invoice. A new invoice is created from its details.
3. Open the new invoice to send it, with its due date set from today.

After you convert:

• The proforma stays in your list with the status Converted to invoice, so you keep a record of it.
• The two are linked. The proforma header and the new invoice header each point to the other.
• One invoice slot is used. Converting counts toward your monthly invoice limit, even though the proforma itself did not.

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What's next

• Create and send an invoice — the full form, sending, and the PDF
• Invoices overview — the list page, totals, statuses, and plan limits