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Here is everything you need to know about proforma invoice templates. What they are, how they work, what to put in them, and most importantly, how to create a proforma invoice using with one.
Pro forma is a latin term that means "for the sake of form" or "as a matter of form."
Proforma invoice templates are for people or businesses who need to send a preliminary invoice that shows a client the cost of goods or services before they are delivered and payment is due.
A proforma invoice template works by providing an official document of goods and services agreed to be purchased from one party to another. The sending party fills in the proforma invoice template with all of the details regarding the upcoming transaction: including their contact info and their client's contact info, good and services provided, cost of items, taxes, discounts, deposits, terms, due date, invoice number, and anything else pertinent.
You can create a proforma invoice template in three ways: From scratch (Hard), Using a template (Easier), and using an invoice generator (Easiest).
The most complicated way to create a proforma invoice template is to create one from scratch using word processing or spreadsheet programs, like Microsoft Word or Google Sheets. You can even make one using a simple text editor or send an email or text message. But, that way doesn't look very good and may give a less than professional impression to your client so we will avoid it altogether.
Include the following sections and information in your proforma invoice template:
Once you have all of that information, create sections in your word processing or spreadsheet software to enter the data. Pay special attention to the layout and formatting. Do a print preview so you can see how it will look if you or your client prints the invoice. Triple check your calculations to make sure you are charging them the correct amount and have applied taxes, discounts, and deposits correctly. Style it with your choice of font, colors, and logo.
Once you are satisfied with your proforma invoice template, save it so you can use it again.
Now you can send it to your client by email, text message, or print and mail it. We recommend email or text since it is the fastest way to get the invoice to your client. Getting it in their hands faster is always a good idea.
Pros: you have complete control of the look and layout, and it doesn't cost you anything.
Cons: time-consuming, you need word processing or spreadsheet software, harder to stay organized, keep track of invoices, you need to perform calculations manually, you need to format an invoice manually, and it is difficult to know the invoice status.
An easier way to create a proforma invoice is to use a premade invoice template like one of the ones at the top of this page. This way, all sections are already on it, and you need to enter your information and perform calculations.
For proforma invoice templates created using a spreadsheet program like Microsoft Excel or Google Sheets, the formulas should be in place, so you only need to enter the information, and the amounts are calculated for you. It is still good to double-check to make sure you are invoicing your client the correct amounts.
Enter the following information in your simple invoice template sections:
Once you are happy with your proforma invoice, save it and send it so you can get paid for your hard work.
Pros: you only need to enter the information. you can style the template how you like. it is free.
Cons: still time-consuming, you need word processing or spreadsheet software, harder to stay organized and keep track of invoices, you need to perform calculations manually, and it is difficult to know the invoice status.
By far the easiest way to create a proforma invoice is by using an invoice generator. An invoice generator guides you through the invoice creation process, performs calculations automatically, and makes it very easy to send and manage invoices. You can even receive online payments when payments are due!
To create a proforma invoice using Invoicer.ai, watch the video above and follow the steps below.
Note, the information you enter is automatically saved for you so you do not need to enter it again. This is useful when you create new invoices for the same client and items.
If you haven't signed up yet you will need to create a free account to download a PDF and send your invoices. Once you are signed up you can access your invoices from any device.
Once you are happy with your invoice you can click View Stub to see what the stub view looks like. The stub view is a summary of the invoice and it is what the client sees when they view the invoice from email.
You can also click the PDF button to download and view a PDF version of the invoice.
If everything looks good, click the Send button to send your invoice to your client or email or text the PDF version.
The pros of using an invoice generator far outweigh the cons. The time savings alone are worth every penny with an affordable invoice generator like Invoicer.ai.
Creating a proforma invoice using a simple invoice template can actually be complicated, prone to errors, and come off as unprofessional!
It doesn't have to be. Use an invoice generator or a pre-made invoice template to save yourself time, look professional, and get paid fast.