{"id":8436,"date":"2024-11-13T15:21:19","date_gmt":"2024-11-13T04:21:19","guid":{"rendered":"https:\/\/www.salesforce.com\/?p=8436"},"modified":"2024-11-15T02:34:23","modified_gmt":"2024-11-15T02:34:23","slug":"proforma-invoice","status":"publish","type":"post","link":"https:\/\/www.salesforce.com\/ap\/blog\/proforma-invoice\/","title":{"rendered":"What Is a Proforma Invoice? [With 3 examples]"},"content":{"rendered":"\n<p>A proforma invoice is a preliminary bill of sale that a vendor sends to a prospective customer <strong>before<\/strong> a sale is confirmed. Proforma invoices outline the details and costs of a product or service before the transaction takes place.&nbsp;<\/p>\n\n\n\n<p>A proforma invoice is a way for the buyer to show the seller how much they\u2019ll need to pay once they receive their goods or services. They\u2019re typically used when a buyer has confirmed the sale, but there are still a few details to iron out, such as quantity, materials, or delivery date.&nbsp;<\/p>\n\n\n\n<p>Businesses use proforma invoices between the confirmation of the sale and the point when the transaction actually takes place. They act as a gesture of good faith so the buyer knows exactly what to expect when they receive their final sales invoice.&nbsp;<\/p>\n\n\n\n<p>Proforma invoices look very similar to a <a href=\"https:\/\/www.salesforce.com\/ap\/blog\/what-is-an-invoice\/\">standard conventional invoice<\/a>, but there are several points of difference to consider that can impact the invoicing process. Let\u2019s explore this in greater detail.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-proforma-vs-commercial-invoices\"><strong>Proforma vs commercial invoices<\/strong><\/h2>\n\n\n\n<p>The easiest way to understand a proforma invoice is to examine how it differs from the <a href=\"https:\/\/www.salesforce.com\/ap\/blog\/what-is-an-invoice\/\">regular invoices<\/a> you\u2019re already familiar with. Here are four essential differences:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Aspect<\/strong><\/td><td><strong>Proforma Invoice<\/strong><\/td><td><strong>Conventional Invoice<\/strong><\/td><\/tr><tr><td>Purpose<\/td><td>This is sent when the sale is confirmed, and the sale is incomplete to help the buyer understand costs.<\/td><td>This is sent after the sale is confirmed to request payment.<\/td><\/tr><tr><td>Legal Status<\/td><td>Not legally binding. It does not request payment.<\/td><td>Legally binding and requests payment.<\/td><\/tr><tr><td>Invoice Content<\/td><td>Clearly labelled as \u2018proforma\u2019 with no due date for payment.<\/td><td>This includes the due date for payment and all relevant details.<\/td><\/tr><tr><td>Modifications<\/td><td>It can be modified or adapted based on negotiations.<\/td><td>Typically final, unless corrections are needed due to mistakes.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>As you can see, proforma invoices aren\u2019t a formal request for payment and don\u2019t have any legal backing. They exist primarily to ensure the seller and the buyer are on the same page about the upcoming transaction. They also act as a gesture of good faith, giving the buyer confidence there are no hidden costs.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Quotes vs proforma invoices&nbsp;<\/strong><\/h2>\n\n\n\n<p>The difference between proforma invoices and quotes is a little more nuanced. On the surface, they look incredibly similar. Both come early in the sales process, neither are legally binding, and each provides an estimated total cost. However, there are some important distinctions.<\/p>\n\n\n\n<p>A quote (or estimate) is a ballpark cost provided by the seller to the buyer. It is a preliminary document provided during the procurement process to help the buyer decide whether they want to buy from a business.&nbsp;<\/p>\n\n\n\n<p>In contrast, when a business sends a proforma invoice, the buyer has typically already confirmed they intend to buy the product or service. These invoices are more clearly defined and outline the final terms of a sale rather than just offering a ballpark estimate of costs.<\/p>\n\n\n\n<p>A proforma invoice is more formal and definitive than a quote. They\u2019re a way for business owners to formally outline the costs a buyer should anticipate without legally obligating them to pay.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What is the difference between a proforma invoice and a Bill of Lading?<\/strong><\/h2>\n\n\n\n<p>Important distinctions exist between a proforma invoice and a bill of lading that are essential for efficient business transactions. I\u2019ve created this table below to help simply their key differences and roles in the shipping and invoicing processes.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Feature<\/strong><\/td><td><strong>Proforma Invoice<\/strong><\/td><td><strong>Bill of Lading<\/strong><\/td><\/tr><tr><td>Definition<\/td><td>A preliminary invoice is sent to buyers in advance before the actual transaction.<\/td><td>A legal document issued by a carrier acknowledging receipt of goods for shipment.<\/td><\/tr><tr><td>Purpose<\/td><td>To provide a detailed estimate of costs and terms of sale, helping the buyer and the seller agree before completing the transaction.<\/td><td>To serve as a contract of carriage and receipt of goods shipped, crucial for business resources in logistics.<\/td><\/tr><tr><td>Legal Status<\/td><td>It is not legally binding and serves as a quotation or proposal for business health assessments.<\/td><td>A legally binding document outlining the agreement between the shipper and the carrier.<\/td><\/tr><tr><td>Content<\/td><td>Includes details such as product descriptions, quantities, prices, and terms of payment, which may be subject to change.<\/td><td>Includes details about the shipment, such as the type of goods, their condition, destination, and shipping terms.<\/td><\/tr><tr><td>Timing<\/td><td>Provided before the transaction to facilitate negotiation and planning, often used as a receipt template for record-keeping.<\/td><td>Issued after the goods are shipped and serves as proof of shipment for accounting tools and processes.<\/td><\/tr><tr><td>Use in Payment<\/td><td>It can be used by buyers in advance to arrange payment or financing before the actual sale.<\/td><td>Used by the consignee (recipient) to claim the goods upon arrival, playing a role in invoice requirements for accounting purposes.<\/td><\/tr><tr><td>Customs Purpose<\/td><td>It may be used for customs purposes to estimate duties and taxes before shipping, similar to product updates for import regulations.<\/td><td>Often required for customs clearance at the destination, acting as a critical document in the industry type of logistics and shipping.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>When to use a proforma invoice?<\/strong><\/h2>\n\n\n\n<p>At this stage, you might be wondering why it\u2019s worth sending a proforma invoice at all. Aren\u2019t they just a combination of a quote and a commercial invoice?<\/p>\n\n\n\n<p>That\u2019s partially true, but proforma invoices have important use cases that can help you when running your business. Here are some scenarios to consider:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Internal purchase approval:<\/strong> Proforma invoices show the buyer the cost of goods or services in advance, allowing them to budget for the expense.<\/li>\n\n\n\n<li><strong>Pre-payment agreements: <\/strong>While not legally binding, proforma invoices are more defined than quotes, making them useful for customers evaluating different businesses.&nbsp;<\/li>\n\n\n\n<li><strong>International trade: <\/strong>Proforma invoices are often required for clearing goods in international shipping due to their clear statement of estimated costs.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What are the benefits of a proforma invoice?<\/strong><\/h2>\n\n\n\n<p>Why incorporate proforma invoices into the <a href=\"https:\/\/www.salesforce.com\/ap\/sales\/process\/\">sales process<\/a> at all? Let\u2019s take a look.\u00a0<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>1. Clarification<\/strong><\/h3>\n\n\n\n<p>Sending a proforma invoice ensures you and your customer are on the same page about the service you\u2019re providing and the price to pay. This gives them confidence in the purchase and allows them to budget for the expense.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Informal agreement<\/strong><\/h3>\n\n\n\n<p>While a proforma invoice isn\u2019t legally binding, it does act as a good-faith agreement between you and your buyer. This prevents the deal from \u2018going cold\u2019, making it more likely you\u2019ll finalise the sale. It will also help to avoid disputes surrounding costs when the final invoice arrives.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3. International clearance<\/strong><\/h3>\n\n\n\n<p>Banks and government agencies typically require proforma invoices when attempting to ship goods across borders. They\u2019re advantageous when securing export licences or obtaining trade finance.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>4. Showing professionalism<\/strong><\/h3>\n\n\n\n<p>Aside from these benefits, a proforma invoice shows your customers that you\u2019re professional and trustworthy. They\u2019ll appreciate the fact you aren\u2019t keeping your cards close to your chest, helping with <a href=\"https:\/\/www.salesforce.com\/ap\/resources\/articles\/what-is-customer-loyalty\/\">customer loyalty<\/a>.\u00a0<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How to label a proforma invoice?<\/strong><\/h2>\n\n\n\n<p>The proforma invoice should be clearly labelled to distinguish it from a conventional invoice. Customising your invoice with accurate details ensures transparency and avoids confusion during the transaction process.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Date of issue:<\/strong> List the date when you issued the invoice. Note the proforma invoice doesn\u2019t require a payment due date.&nbsp;<\/li>\n\n\n\n<li><strong>Seller details: <\/strong>The proforma invoice includes the details of the seller, like the company name and address, plus contact information.&nbsp;<\/li>\n\n\n\n<li><strong>Buyer details: <\/strong>The proforma invoice also needs to include all necessary buyer information.&nbsp;<\/li>\n\n\n\n<li><strong>Description of goods\/services: <\/strong>Briefly outline the product or services you\u2019re providing.&nbsp;<\/li>\n\n\n\n<li><strong>Total amount due: <\/strong>If you have a final cost, include it. If not, provide an accurate estimate for the buyer\u2019s review.&nbsp;<\/li>\n\n\n\n<li><strong>Shipping costs: <\/strong>If applicable, list the shipping costs the buyer will pay for their order.&nbsp;<\/li>\n\n\n\n<li><strong>Payment terms:<\/strong> When the final invoice arrives, how will the buyer pay you? Including these details will help with the buyer\u2019s preparations.&nbsp;<\/li>\n\n\n\n<li><strong>Terms and conditions: <\/strong>Include any TOCs, such as a validity period, delivery terms, currency requirements, cancellation policies, and applicable taxes.<\/li>\n<\/ul>\n\n\n\n<p>If there are any details you can\u2019t yet clarify, don\u2019t worry. You\u2019ll have the chance to negotiate any remaining details with the seller and fill in the blanks before you send your final commercial invoice.&nbsp;<\/p>\n\n\n\n<p>Remember to clearly label your document as a proforma invoice. As the proforma invoice looks deceptively similar to a conventional invoice, it\u2019s important to distinguish between the two to avoid confusion.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>What about invoice numbers?&nbsp;<\/strong><\/h3>\n\n\n\n<p>A proforma invoice should not have an official invoice number \u2014 you won\u2019t want it to get mixed up with your commercial invoices.<\/p>\n\n\n\n<p>However, you should include some form of reference number so it\u2019s easy for you and your customer to retrieve it if needed.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How to create a proforma invoice?<\/strong><\/h2>\n\n\n\n<p>Now that you understand the essential components of a proforma invoice let\u2019s walk through the process of creating one step by step.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step 1: Work out the details&nbsp;<\/strong><\/h3>\n\n\n\n<p>Before you create a proforma invoice, you\u2019ll need to understand the costs of your product or service. Estimate everything your committed buyer will need to pay, factoring in additional costs and fees.&nbsp;<\/p>\n\n\n\n<p>You should also determine any terms and conditions you\u2019d like to present to your buyer at this preliminary stage. While you won\u2019t have all the details on hand, the more accurate and clear you can be at this point, the better.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step 2: Include all key components<\/strong><strong>&nbsp;<\/strong><\/h3>\n\n\n\n<p>Using a proforma invoice template or even a standard invoice template is the easiest way to start creating your proforma invoice.<\/p>\n\n\n\n<p>From there, you can fill in all essential details, such as the issue date, contact details, product\/service specifications, and cost. If you\u2019re creating your proforma invoice to export your products, you should also specify the country where your goods were manufactured.&nbsp;<\/p>\n\n\n\n<p><strong>Remember to specify<\/strong> that this is a proforma invoice <strong>rather than<\/strong> a formal commercial invoice. You should also specify that the invoice isn\u2019t a tax document for the same reason.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step 3: Add terms and conditions<\/strong><\/h3>\n\n\n\n<p>Add any additional terms that your buyer should be aware of. For example, you may like to include a validity period for the invoice. You can also specify how the buyer will need to pay and their rights if you fail to deliver within a certain timeframe. Lastly, include a cancellation policy.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Step 4: Send the invoice and negotiate<\/strong><\/h3>\n\n\n\n<p>Remember that the proforma invoice isn\u2019t set in stone. Once you\u2019ve sent it, be open to negotiation with your buyer. This is the best chance to work through any remaining details and ensure the transaction goes smoothly.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What are the different types of proforma invoices?<\/strong><\/h2>\n\n\n\n<p>There are three main types of proforma invoices that business owners can leverage to enhance transaction efficiency, clarify billing expectations, and improve client communication. These include the following:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Type of Proforma Invoice<\/strong><\/td><td><strong>Description<\/strong><\/td><td><strong>Example<\/strong><\/td><\/tr><tr><td>Standard proforma invoice.<\/td><td>Used for general sales transactions of products, outlining items, quantities, prices, and total amounts.<\/td><td>100 widgets at $5 each.<\/td><\/tr><tr><td>Service proforma invoice.<\/td><td>Designed for billing services rendered, detailing the type of service, hours worked, and hourly rates.<\/td><td>10 hours of marketing consulting at $200 per hour.<\/td><\/tr><tr><td>Recurring revenue proforma invoice (SaaS).<\/td><td>Used for subscription services or ongoing contracts, outlining regular billing amounts and schedules.<\/td><td>A monthly subscription service costing $100,000 per month.&nbsp;<br><br>This is more commonly used with SaaS companies that have enterprise clients.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>It\u2019s important to note that various proforma invoices are tailored for specific purposes, such as freight forwarding, customs, project work, down payments, estimates, and quotes. I&#8217;ve included the three most common proforma invoices in the table above to help keep things simple.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Proforma invoice templates<\/strong><\/h2>\n\n\n\n<p>Below, I&#8217;m sharing three of the most commonly used proforma invoice templates for sales, services, and recurring revenue:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-1-standard-proforma-invoice-template-for-the-philipines-singapore-and-malaysia\"><strong>1. Standard proforma invoice template for the Philipines, Singapore, and Malaysia<\/strong><\/h3>\n\n\n\n<p><strong>[Your Company Name]<\/strong><\/p>\n\n\n\n<p><strong>[Your Company Address]<\/strong><\/p>\n\n\n\n<p><strong>[City, State, Postal Code]<\/strong><\/p>\n\n\n\n<p><strong>[Phone Number]<\/strong><\/p>\n\n\n\n<p><strong>[Email Address]<\/strong><\/p>\n\n\n\n<p><strong>[Business Registration Number]<\/strong> (varies by country)<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Philippines: TIN (Tax Identification Number).<\/li>\n\n\n\n<li>Singapore: UEN (Unique Entity Number).<\/li>\n\n\n\n<li>Malaysia: SSM Registration Number and TIN.<\/li>\n<\/ul>\n\n\n\n<p><strong>Proforma Invoice<\/strong><\/p>\n\n\n\n<p><strong>Invoice Number:<\/strong> [#]<\/p>\n\n\n\n<p><strong>Date:<\/strong> [Date]<\/p>\n\n\n\n<p><strong>Due Date: <\/strong>[Due Date]<\/p>\n\n\n\n<p><strong>Bill To:<\/strong><\/p>\n\n\n\n<p>[Client Name]<\/p>\n\n\n\n<p>[Client Address]<\/p>\n\n\n\n<p>[City, State, Postal Code][City, State, Postal Code]<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Description<\/strong><\/td><td><strong>Quantity<\/strong><\/td><td><strong>Unit Price<\/strong><\/td><td><strong>Total<\/strong><\/td><\/tr><tr><td><\/td><td><\/td><td><\/td><td><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><strong>Subtotal:<\/strong> [Subtotal Amount]<\/p>\n\n\n\n<p><strong>GST\/VAT\/SST (if applicable):<\/strong> [Tax Amount]<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>For the Philippines: Include VAT at 12%.<\/li>\n\n\n\n<li>For Singapore: Include GST at 8%.<\/li>\n\n\n\n<li>For Malaysia: Include SST (Sales and Service Tax) at 6%.<\/li>\n<\/ul>\n\n\n\n<p><strong>Total Amount Due:<\/strong> [Total Amount]<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Standard proforma invoice template for the Philippines, Singapore, and Malaysia<\/strong><\/h3>\n\n\n\n<p><strong>[Your Company Name]<\/strong><\/p>\n\n\n\n<p><strong>[Your Company Address]<\/strong><\/p>\n\n\n\n<p><strong>[City, State, Postal Code]<\/strong><\/p>\n\n\n\n<p><strong>[Phone Number]<\/strong><\/p>\n\n\n\n<p><strong>[Email Address]<\/strong><\/p>\n\n\n\n<p><strong>[Business Registration Number]<\/strong> (varies by country)<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Philippines: TIN (Tax Identification Number)<\/li>\n\n\n\n<li>Singapore: UEN (Unique Entity Number)<\/li>\n\n\n\n<li>Malaysia: SSM Registration Number and TIN<\/li>\n<\/ul>\n\n\n\n<p><strong>Proforma Invoice<\/strong><\/p>\n\n\n\n<p><strong>Invoice Number:<\/strong> [#]<\/p>\n\n\n\n<p><strong>Date:<\/strong> [Date]<\/p>\n\n\n\n<p><strong>Due Date:<\/strong> [Due Date]<\/p>\n\n\n\n<p><strong>Bill To:<\/strong><\/p>\n\n\n\n<p><strong>[Client Name]<\/strong><\/p>\n\n\n\n<p><strong>[Client Address]<\/strong><\/p>\n\n\n\n<p><strong>[City, State, Postal Code]<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Description<\/strong><\/td><td><strong>Hours Worked<\/strong><\/td><td><strong>Hourly Rate<\/strong><\/td><td><strong>Total<\/strong><\/td><\/tr><tr><td><\/td><td><\/td><td><\/td><td><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><strong>Subtotal:<\/strong> [Subtotal Amount]<\/p>\n\n\n\n<p><strong>GST (if applicable):<\/strong> [Tax Amount]<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>For the Philippines: Include VAT at 12%.<\/li>\n\n\n\n<li>For Singapore: Include GST at 8%.<\/li>\n\n\n\n<li>For Malaysia: Include SST (Sales and Service Tax) at 6%.<\/li>\n<\/ul>\n\n\n\n<p><strong>Total Amount Due:<\/strong> [Total Amount]<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3. Recurring revenue proforma invoice (SaaS) template for the Philippines, Singapore and Malaysia<\/strong><\/h3>\n\n\n\n<p><strong>[Your Company Name]<\/strong><\/p>\n\n\n\n<p><strong>[Your Company Address]<\/strong><\/p>\n\n\n\n<p><strong>[City, State, Postal Code]<\/strong><\/p>\n\n\n\n<p><strong>[Phone Number]<\/strong><\/p>\n\n\n\n<p><strong>[Email Address]<\/strong><\/p>\n\n\n\n<p><strong>[Business Registration Number]<\/strong> (Varies by country)<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Philippines: TIN (Tax Identification Number)<\/li>\n\n\n\n<li>Singapore: UEN (Unique Entity Number)<\/li>\n\n\n\n<li>Malaysia: SSM Registration Number and TIN<\/li>\n<\/ul>\n\n\n\n<p><strong>Proforma Invoice<\/strong><\/p>\n\n\n\n<p><strong>Invoice Number:<\/strong> [#]<\/p>\n\n\n\n<p><strong>Date:<\/strong> [Date]<\/p>\n\n\n\n<p><strong>Due Date:<\/strong> [Due Date]<\/p>\n\n\n\n<p><strong>Bill To:<\/strong><\/p>\n\n\n\n<p><strong>[Client Name]<\/strong><\/p>\n\n\n\n<p><strong>[Client Address]<\/strong><\/p>\n\n\n\n<p><strong>[City, State, Postal Code]<\/strong><strong>]<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Description<\/strong><\/td><td><strong>Billing Frequency<\/strong><\/td><td><strong>Amount<\/strong><\/td><\/tr><tr><td><\/td><td><\/td><td><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p><strong>Subtotal:<\/strong> [Subtotal Amount]<\/p>\n\n\n\n<p><strong>GST (if applicable):<\/strong> [Tax Amount]<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>For the Philippines: Include VAT at 12%.<\/li>\n\n\n\n<li>For Singapore: Include GST at 8%.<\/li>\n\n\n\n<li>For Malaysia: Include SST (Sales and Service Tax) at 6%.<\/li>\n<\/ul>\n\n\n\n<p><strong>Total Amount Due:<\/strong> [Total Amount]<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What are the best practices for using proforma invoices?<\/strong><\/h2>\n\n\n\n<p>Proforma invoicing is rather straightforward once you get the hang of it. Still, it\u2019s important to keep a few things in mind while you\u2019re getting started:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Clarity and accuracy<\/strong><\/h3>\n\n\n\n<p>Proforma invoices may not be final, but it\u2019s essential to be precise. This is your opportunity to give your buyer confidence in your business \u2014 if your final bill is too different to your proforma invoice, they may feel short-changed. Include all of the details you have available and try to get your costs as close to actual as possible.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Negotiation<\/strong><\/h3>\n\n\n\n<p>Equally, you should be willing to negotiate. Based on your buyer&#8217;s feedback, be prepared to adjust pricing, shipping costs, delivery dates, and any additional terms and conditions. Here are some tips for negotiating when using proforma invoices.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Itemise your prices:<\/strong> Break down costs in your proforma invoice so your buyer can easily see exactly what they\u2019re paying for. This lets your customer negotiate specific aspects of the costs rather than the entire service.&nbsp;<\/li>\n\n\n\n<li><strong>Keep it efficient:<\/strong> Don\u2019t waste too much time negotiating if it isn\u2019t in your best interests. If your buyer isn\u2019t happy with the price and isn\u2019t open to compromises, ask yourself whether they\u2019re really interested in the service you\u2019re offering. If not, you may be spending too much time on a cold lead.&nbsp;<\/li>\n\n\n\n<li><strong>Ask for a deposit: <\/strong>Buyers often negotiate payment plans for large projects rather than paying everything upfront. This is usually acceptable for most businesses, but you should request an upfront deposit to minimise risks.&nbsp;<\/li>\n\n\n\n<li><strong>Bundling additional services:<\/strong> One simple way to streamline the negotiation stage is to offer complementary services. You can use this to add financial value to your offering and boost customer satisfaction without compromising the price of your goods or services.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Conversion to final invoice<\/strong><\/h3>\n\n\n\n<p>Converting your proforma invoice to a formal invoice is straightforward. Remember to add an invoice number and specify a due date for payment. You\u2019ll also need to detail any regulations, rules, and TOCs you left out of the proforma document.&nbsp;<\/p>\n\n\n\n<p>If you\u2019ve changed any details, such as the final cost, it&#8217;s important to inform your buyer to avoid any unwelcome surprises.&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Technology and proforma invoices<\/strong><\/h2>\n\n\n\n<p>Some businesses ignore proforma invoices because they think the process takes too long. But this is no longer the case.&nbsp;<\/p>\n\n\n\n<p>You no longer necessarily need an accountant or bookkeeper to arrange your proforma invoices. Invoicing software simplifies the process and lets you create accurate, professional documents using predefined templates.&nbsp;<\/p>\n\n\n\n<p>This means you won\u2019t need to waste your working day manually creating fields and tediously inputting data. You can simply find the ideal template, fill it out with your information, and export it to send. The software will also catalogue all of your documents so you can easily find them at a later date.<\/p>\n\n\n\n<p>Invoicing and <a href=\"https:\/\/www.salesforce.com\/au\/professional-services\/accounting-crm\/\">accounting software<\/a> will also sync with your <a href=\"https:\/\/www.salesforce.com\/ap\/crm\/\">CRM software<\/a>. This means you can bill customers directly from your CRM interface, allowing you to control the entire customer journey from lead generation to conversion.\u00a0<\/p>\n\n\n\n<p>With Salesforce, you can integrate invoicing software directly into our <a href=\"https:\/\/www.salesforce.com\/ap\/crm\/what-is-crm\/\">CRM platform<\/a>. This streamlines your <a href=\"https:\/\/www.salesforce.com\/ap\/blog\/sales-funnel\/\">sales funnel<\/a>, meaning you can take customers from brand awareness to the point of sale and beyond with complete visibility over the entire journey.\u00a0<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Summing up<\/strong><\/h2>\n\n\n\n<p>Proforma invoices are an easy way to keep your customer in the loop before finalising the transaction details. They alleviate doubt, instil confidence in your potential buyer, and increase the likelihood that they\u2019ll see the sales process through to the end.&nbsp;<\/p>\n\n\n\n<p>The best part about proforma invoices is that they\u2019re easy to set up with the right invoice software. And when you link that software with your <a href=\"https:\/\/www.salesforce.com\/ap\/small-business\/\">CRM<\/a>, invoicing will become a seamless part of your <a href=\"https:\/\/www.salesforce.com\/ap\/sales\/pipeline\/\">sales pipeline<\/a>.\u00a0<\/p>\n\n\n\n<p>Salesforce can help you manage the entire sales process from start to finish. Our <a href=\"https:\/\/www.salesforce.com\/ap\/artificial-intelligence\/einstein-ai-assistant\/\">AI-driven platform<\/a> links all of your data and each of your teams in one place, giving you a 360 view of the customer journey. With <a href=\"https:\/\/appexchange.salesforce.com\/\">thousands of apps<\/a> that integrate seamlessly into our platform, you can guide customers to the point of sale and create effective invoices that get you paid on time.\u00a0<\/p>\n\n\n\n<p><strong>Ready to simplify your invoicing process? <\/strong>Salesforce CPQ <a href=\"https:\/\/www.salesforce.com\/ap\/sales\/cpq\/what-is-salesforce-cpq\/\">streamlines the quoting process<\/a>, enabling sales teams to quickly generate accurate quotes and proforma invoices. With <a href=\"https:\/\/www.salesforce.com\/ap\/sales\/cpq\/\">Salesforce CPQ<\/a>, you can configure products, set pricing, and create professional-looking quotes, ensuring consistency and reducing manual errors in invoicing.\u00a0<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>FAQs<\/strong><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>When should I send a proforma invoice?<\/strong><\/h3>\n\n\n\n<p>Unless your buyer requests it earlier, you should send the proforma invoice you\u2019ve agreed on for the final price \u2014 typically after the quote but before the final invoice. You can also send out a proforma document as part of your export documentation for customs purposes.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Is a proforma invoice a legally binding agreement?<\/strong><\/h3>\n\n\n\n<p>Proforma invoices are not legal documents, which is why it\u2019s important to label them correctly. You don\u2019t want your buyer to think you\u2019re demanding payment and that they\u2019re legally obliged to act on the proforma invoice. This could cause unnecessary confusion.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Can a proforma invoice be cancelled?<\/strong><\/h3>\n\n\n\n<p>Yes. A proforma invoice isn\u2019t legally binding, and it can be cancelled at any time. If your buyer backs out of the deal, there\u2019s no need to take action to edit the invoice or cancel it.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Can I use a proforma invoice for tax purposes?<\/strong><\/h3>\n\n\n\n<p>You can\u2019t use a proforma invoice for tax purposes as it isn\u2019t considered an official sales invoice. This means it has no legal standing or impact on VAT or GST.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>A proforma invoice is a preliminary bill outlining product or service details and costs sent to a customer before a sale is finalised. 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