When working with expenses in Allfred, you may encounter a workflow where a contractor issues:
a proforma invoice (an advance invoice)
a payment receipt (a tax document for the received payment)
a final (settlement) invoice
To ensure correct accounting and avoid duplicating costs on a project, it’s important to record and properly link these documents.
Additionally, each of these document types can have its own separate numbering sequence in Allfred:
For proforma invoices, the Proforma Expense option should be used.
Payment receipts should be recorded as Expense Payment Receipt.
For the final (settlement) invoice, choose your preference: either use Expense Invoice or, if you need to keep it separate, select Other Expense.
This guide builds on the general process how to create a new expense.
1. Record a received proforma invoice
Start by recording the proforma invoice.
Go to New expense
In Choose type, select Proforma
Fill in all other fields as you would for a standard expense
💡 Note:
A proforma invoice is not an accounting document. It only represents a payment request and does not affect final costs yet.
2. Add the payment receipt (tax document)
Once the advance payment is made, the contractor issues a payment receipt. This is where the process differs.
Go to New expense
In Choose type, select Payment receipt
Link the receipt to the proforma (important)
To prevent the amount from being counted twice, you must link the documents:
Scroll to the Related documents section
Expand it using the arrow
Click Edit
4. Select the corresponding proforma invoice
5. Click Confirm
⚠️ Important:
If you skip this step, the expense may be counted twice in your project costs.
💡 Tip:
Always double-check that the correct proforma is linked, especially if you have multiple similar expenses.
All other fields are filled in the same way as a standard expense.
3. Record the final (settlement) invoice
The last step is to record the final invoice.
Go to New expense
In Choose type, select Invoice or Other, based on your preferences
Set the correct amount
If nothing remains to be paid, set the expense Amount to 0.
If there is a remaining balance, enter only the outstanding amount (after deducting the advance payment).
⚠️ Important:
Do not enter the full invoice amount if part of it has already been paid via the proforma. Only the remaining balance should be recorded.
Summary
Follow this order when recording documents:
Proforma – record the advance invoice
Payment receipt – link it to the proforma
Invoice – record only the remaining amount (or 0)
✅ Result: By following this process, your expenses in Allfred will be correctly linked, free of duplication, and accurately reflected in project costs.