How do I issue a Proforma invoice?

Created by Juraj Šufliarsky, Modified on Mon, 01 May 2023 at 07:27 AM by Juraj Šufliarsky

If you are starting cooperation with a client where you are not sure about the payment, or you would like to eliminate the risk of not being paid for your work, we recommend using a Proforma invoice. It can be issued from the places described above in the section from where I can issue an invoice.

The process consists of two steps:

  1. Project details
    In this step, the data is filled in automatically if you are issuing a Proforma invoice from the List of projects or project detail. If you are issuing a Proforma invoice from other places, you must enter the following information (Fig. 1):

    1. Brand/s

    2. Billing address - automatically filled from current Brand

    3. Project 

    4. Contact person - automatically filled from the current Brand

Fig. 1.

  1. Invoices details
    In the second step, you can define the advance invoice. The condition for issuing a Proforma invoice is to complete the following information (Fig. 2):

    1. Issue Date

    2. Invoice items - Work description

    3. Amount in “currency”

    4. Other values are filled in automatically according to the billing address or the settings of your version

Fig. 2 

Submit for invoicing / Create proforma

The buttons at the end of the process are displayed according to the assigned role in Allfred. If you are a Project manager, Team leader, or Managing Director, you can only submit for invoicing (unless you have defined otherwise in your version - by personal agreement).

If you are a Financier, CFO, or Admin, you have the right to issue a Proforma invoice, by clicking "Create Proforma". By issuing a Proforma invoice, you generate an invoice and at the same time, a .pdf document is automatically generated. You can find the Proforma invoice in the "Proforma invoices" section (Fig. 3).

Fig. 3

How do I get to the "Proof of received payment"?

The receipt for the received payment is generated automatically after registering the advance invoice as "Paid". (Fig. 4)

Fig. 4

Proof of received payment is available both from the list of "Proforma invoices" and from the list of "Outgoing invoices"

  • Proforma invoices - by clicking on the preview icon, you will be able to view the Proforma invoice or payment receipt (Fig. 5).

Fig. 5

  • Outgoing invoices - you can find them thru the filter, where you select "Proforma". Subsequently, it will show the option to view the Proforma invoice or the receipt for the received payment (Fig. 6).

Fig. 6

We recommend

All documents (Proforma invoice, documents for received payment) are linked. You can access this information via the document detail, which you can open by clicking on the document number, e.g. advance invoice detail (Fig. 7).

Fig. 7

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