{"id":65841,"date":"2026-01-02T15:11:31","date_gmt":"2026-01-02T04:11:31","guid":{"rendered":"https:\/\/www.salesforce.com\/?p=65841"},"modified":"2026-01-02T15:15:32","modified_gmt":"2026-01-02T04:15:32","slug":"proforma-invoice","status":"publish","type":"post","link":"https:\/\/www.salesforce.com\/au\/blog\/proforma-invoice\/","title":{"rendered":"What is a proforma invoice?"},"content":{"rendered":"\n<p>A proforma invoice is a preliminary bill of sale that a vendor sends to a prospective customer <em>before <\/em>the final sale or shipment of goods. They\u2019re typically used when a buyer has confirmed the sale, but there are still details to iron out, such as the quantity, materials, or delivery date.&nbsp;<\/p>\n\n\n\n<p>By sending a proforma invoice, the seller can show the buyer how much they\u2019ll need to pay before they receive their goods or services. This keeps everyone in the loop, helping the sales process go smoothly while also acting as a gesture of good faith.&nbsp;<\/p>\n\n\n\n<p>Proforma invoices work a little differently from conventional invoices, and they aren\u2019t suited to every transaction. In this guide, we\u2019ll explore what sets proforma invoices apart, how to create and amplify one with technology, and when to use one to build stronger client relationships.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-key-takeaways\"><strong>Key takeaways<\/strong><\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Proforma invoices aren\u2019t the same as regular or commercial invoices, and they differ slightly from quotes in terms of purpose.<\/li>\n\n\n\n<li>They\u2019re used prior to a sale being finalised, and they aren\u2019t legally binding.<\/li>\n\n\n\n<li>They\u2019re a great tool for building trust between the buyer and seller and reducing the chances of disputes.<\/li>\n\n\n\n<li>They share many of the same features as a regular invoice, but they don\u2019t require a final payment date.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-you-ll-learn\"><strong>What you\u2019ll learn<\/strong><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#h-proforma-invoices-vs-other-types-of-invoices\">Proforma invoices vs. other types of invoices<\/a><\/li>\n\n\n\n<li><a href=\"#h-when-to-use-a-proforma-invoice\">When to use a proforma invoice<\/a><\/li>\n\n\n\n<li><a href=\"#h-regulatory-updates-for-digital-trade-in-australia-2026\">Regulatory updates for digital trade in Australia (2026)<\/a><\/li>\n\n\n\n<li><a href=\"#h-what-are-the-benefits-of-a-proforma-invoice\">What are the benefits of a proforma invoice?<\/a><\/li>\n\n\n\n<li><a href=\"#h-what-are-the-different-types-of-proforma-invoices\">What are the different types of proforma invoices?<\/a><\/li>\n\n\n\n<li><a href=\"#h-how-to-create-a-proforma-invoice\">How to create a proforma invoice<\/a><\/li>\n\n\n\n<li><a href=\"#h-proforma-tips-for-australian-businesses\">Proforma tips for Australian businesses<\/a><\/li>\n\n\n\n<li><a href=\"#h-best-practices-for-using-proforma-invoices\">Best practices for using proforma invoices<\/a><\/li>\n\n\n\n<li><a href=\"#h-how-technology-makes-proforma-invoicing-effortless\">How technology makes proforma invoicing effortless<\/a><\/li>\n\n\n\n<li><a href=\"#h-wrapping-up\">Wrapping up<\/a><\/li>\n\n\n\n<li><a href=\"#h-faqs\">FAQs<\/a><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-proforma-invoices-vs-other-types-of-invoices\"><strong>Proforma invoices vs. other types of invoices<\/strong><\/h2>\n\n\n\n<p>To better understand what a proforma invoice is, it\u2019s best to look at how it differs from regular and commercial <a href=\"https:\/\/www.salesforce.com\/au\/blog\/what-is-an-invoice\/\">invoices<\/a>.&nbsp;<\/p>\n\n\n\n<p>Below are some key differences that distinguish the different types.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-proforma-invoices-vs-regular-invoices\"><strong><strong>Proforma invoices vs. regular invoices<\/strong><\/strong><\/h2>\n\n\n\n<p>First, let\u2019s look at how proforma invoices differ from the regular invoice you\u2019ll be familiar with:<\/p>\n\n\n\n<p><strong>The Difference Between Proforma Invoices and Regular Invoices<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><td><strong>Aspect<\/strong><\/td><td><strong>Proforma Invoice<\/strong><\/td><td><strong><strong>Regular invoice<\/strong><\/strong><\/td><\/tr><tr><td>Purpose<\/td><td>A proforma invoice is sent when the sale has been agreed in principle. The buyer receives a detailed breakdown of the sale prior to sending payment.<\/td><td>Regular invoices are sent after the sale is confirmed and goods\/services have been exchanged.<\/td><\/tr><tr><td>Legal Status<\/td><td>It\u2019s not a legally binding agreement and doesn\u2019t request payment.<\/td><td>This type of invoice is legally binding, and formally requests payment.<\/td><\/tr><tr><td>Invoice Content<\/td><td>It provides a detailed, unconfirmed breakdown of the deal and a clear indication that it\u2019s proforma. There\u2019s no due date for payment.<\/td><td>It provides a detailed, confirmed breakdown of the deal. It also includes clear payment terms and a due date.<\/td><\/tr><tr><td>Modifications<\/td><td>It can be modified or adapted based on negotiations.<\/td><td>It\u2019s typically final, unless corrections are required due to mistakes.<\/td><\/tr><tr><td>When is it sent?<\/td><td>It\u2019s sent before goods and services are exchanged.<\/td><td>It\u2019s sent after goods and services are exchanged.<\/td><\/tr><tr><td>Accounting<\/td><td>It\u2019s not acknowledged for the purpose of business accounts.<\/td><td>It\u2019s included for accounting purposes.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>As you can see, a <strong>proforma invoice isn\u2019t a legally binding request for payment<\/strong>. The purpose of a proforma invoice is to ensure the seller and buyer are on the same page regarding the upcoming transaction.<\/p>\n\n\n\n<div class=\"layout-one wp-block-salesforce-blog-offer\">\n\t<div class=\"wp-block-offer__wrapper\">\n\n\t\t<div class=\"wp-block-offer__content\">\n\t\t\t<h2 class=\"wp-block-offer__title\">Sell faster and boost sales productivity with configure, price and quote (CPQ)<\/h2>\n\t\t\t\t\t\t\t<p class=\"wp-block-offer__description\">We believe that business is the greatest platform for change, and success should be for everyone on Earth and the planet itself. Because the new frontier? It\u2019s right here.<\/p>\n\t\t\t\n\t\t\t\n\t\t\t\t\t\t\t<div class=\"wp-block-button\">\n\t\t\t\t\t<a class=\"wp-block-button__link\" target=\"_self\" href=\"https:\/\/www.salesforce.com\/au\/sales\/cpq\/\">Learn more<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\n\t\t<div class=\"wp-block-offer__media\">\n\t\t\t\t\t<\/div>\n\t<\/div>\n\n\t\t\t<div class=\"wp-block-offer__graphics wp-block-offer__contour\"><\/div>\n\t\n\t\t\t<!-- Standard Illustration -->\n\t\t<img decoding=\"async\" class=\"wp-block-offer__graphics wp-block-offer__illustration\" src=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/themes\/salesforce-blog\/dist\/images\/offer-block\/offer-illustration-layout-one.png\" alt=\"\">\n\n\t\t<!-- Small Accent Illustration -->\n\t\t\t\t\t<img decoding=\"async\" class=\"wp-block-offer__graphics wp-block-offer__accent\" src=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/themes\/salesforce-blog\/dist\/images\/offer-block\/offer-accent-layout-one.png\" alt=\"\">\n\t\t\n\t\t<!-- Left Side Illustration -->\n\t\t\n\t\t<!-- Cloud Illustration -->\n\t\t\t\t\t<img decoding=\"async\" class=\"wp-block-offer__graphics wp-block-offer__cloud\" src=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/themes\/salesforce-blog\/dist\/images\/offer-block\/offer-cloud-layout-one.png\" alt=\"\">\n\t\t\n\t<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-proforma-invoices-vs-commercial-invoices\"><strong><strong>Proforma invoices vs. commercial invoices<\/strong>\u00a0<\/strong><\/h2>\n\n\n\n<p>A commercial invoice is similar to a regular invoice but is specifically focused on <strong>international trade<\/strong>. It serves as a customs declaration when you want to ship goods across borders, helping customs officers determine import duties, taxes, and the shipment\u2019s contents.<\/p>\n\n\n\n<p>For this reason, commercial invoices include several additional elements, such as:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Details for customs clearance<\/li>\n\n\n\n<li>The country of origin<\/li>\n\n\n\n<li>Harmonised System (HS) codes (a global system for classifying goods)<\/li>\n\n\n\n<li>Shipping information<\/li>\n<\/ul>\n\n\n\n<p>Unlike a proforma invoice, a commercial invoice is issued after the final sale is complete. It\u2019s a legally binding document that contains all final transaction details and formally requests payment from the buyer. This means it can be used for both accounting and customs purposes, whereas a proforma invoice is only a preliminary estimate and holds no legal value.&nbsp;<\/p>\n\n\n\n<p>To sum up, it can be helpful to think of a proforma invoice as a detailed quote sent before the sale is finalised, a regular invoice as a formal payment request for a completed domestic sale, and a commercial invoice as the finalised version for international shipments. Each has its own use case depending on your needs.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-when-to-use-a-proforma-invoice\"><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 final sales invoice?<\/p>\n\n\n\n<p>That\u2019s partially true. But there are important use cases for proforma invoices 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<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\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 options.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\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<p><strong>Pro tip: <\/strong>It\u2019s important that you clearly label the document as \u2018proforma\u2019. This type of invoice comes with certain expectations and understandings, and it won\u2019t be attributed to any potential legal issues.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-regulatory-updates-for-digital-trade-in-australia-2026\"><strong>Regulatory updates for digital trade in Australia (2026)<\/strong><\/h2>\n\n\n\n<p>Proforma invoicing has been around for some time. However, the way organisations approach and use proforma invoices is evolving, given recent technological advancements, enhanced commitment to global trade partnerships, and tighter legal regulations and compliance.<\/p>\n\n\n\n<p>Australia has committed to developing and refining its <a href=\"https:\/\/www.dfat.gov.au\/trade\/services-and-digital-trade\/e-commerce-and-digital-trade\/digital-trade-strategy\">digital trade strategy<\/a> to scale the country\u2019s digital economy. As part of this evolution, the Government has begun implementing several key updates that are worth noting, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Faster digital trade adoption: <\/strong>Proforma invoices are now the standard mechanism to help facilitate communication and collaboration globally between various customs systems. The objective here is to expedite the overall customs process, particularly for goods related to free trade agreements (FTAs).<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Mandatory e-invoicing: <\/strong><a href=\"https:\/\/www.b2brouter.net\/global\/what-is-peppol\/\">Peppol-compliant e-invoicing<\/a> is now a mandatory process for all government procurement contracts within the Commonwealth. And while proforma invoices themselves aren\u2019t subject to the same regulations, they do still act as a precursor to the <a href=\"https:\/\/www.ato.gov.au\/businesses-and-organisations\/einvoicing\/einvoicing-for-government\">formal e-invoicing<\/a> that will take place.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Goods and services tax (GST) audits: <\/strong>The Australian Tax Office (ATO) will sometimes offer GST deferral on imported goods. Therefore, businesses must maintain clear audit trails that distinguish proforma invoices, quotes, regular invoices and commercial invoices. This level of organisation is also vital for carrying out successful ATO audits.\u00a0\u00a0<\/li>\n<\/ul>\n\n\n\n<p>As new rules and regulations come into play, proforma invoices will be a valuable tool to keep buyers and sellers aligned, transparent and compliant throughout the trade process.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-are-the-benefits-of-a-proforma-invoice\"><strong>What are the benefits of a proforma invoice?<\/strong><\/h2>\n\n\n\n<p>The tangible benefits of proforma invoices go beyond providing vendors with a professional appearance. Using proforma invoices as part of each transaction offers numerous advantages both for the buyer and seller. Here are some to consider:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-benefits-for-the-seller\"><strong>Benefits for the seller<\/strong><\/h3>\n\n\n\n<p>For the selling party, a proforma invoice streamlines the sales process by acting as the first major confirmation of what is going to be exchanged. If the seller doesn\u2019t provide one, the sale can become disorganised, with parts being added and taken away ad hoc, resulting in inconsistent auditing. On top of this, proforma invoices:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Facilitate customs clearance: <\/strong>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.<br><\/li>\n\n\n\n<li><strong>Show professionalism: <\/strong>Aside from the legal compliance, it presents the business in a professional light. It shows a commitment to keeping things audited and accountable. It also helps build trust with customers, which can enhance overall <a href=\"https:\/\/www.salesforce.com\/au\/resources\/articles\/what-is-customer-loyalty\/\">customer loyalty<\/a>.<br><\/li>\n\n\n\n<li><strong>Add flexibility: <\/strong>Because proforma invoices aren\u2019t officially binding, they can be altered as and when required without any issues prior to sending official invoices.<br><\/li>\n\n\n\n<li><strong>Reduce disputes: <\/strong>Buyers can confirm that what\u2019s stated on a proforma invoice is what they intend to receive prior to payment. As long as the details on the final sales invoice match, there\u2019s little room for a dispute from the buyer.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-benefits-for-the-buyer\"><strong>Benefits for the buyer<\/strong><\/h3>\n\n\n\n<p>For the buyer, a proforma invoice clearly sets the expectations of the deal, allowing them to properly factor the costs of the purchase into things such as their cash flows and forecasting. In addition, proforma invoices can:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Allow for purchase approval: <\/strong>A proforma invoice gives the buyer one last chance to evaluate everything before approving the purchase and receiving the final billed amount. It drastically reduces the chances of unexpected costs or surprises.<\/li>\n\n\n\n<li><strong>Act as a negotiation tool: <\/strong>A buyer can use a proforma invoice to negotiate certain aspects of the deal before committing to pay.<\/li>\n<\/ul>\n\n\n\n<div class=\"layout-one wp-block-salesforce-blog-offer\">\n\t<div class=\"wp-block-offer__wrapper\">\n\n\t\t<div class=\"wp-block-offer__content\">\n\t\t\t<h2 class=\"wp-block-offer__title\">Get the latest sales tips delivered to your inbox.<\/h2>\n\t\t\t\t\t\t\t<p class=\"wp-block-offer__description\">Sign up for the\u00a0Salesblazer\u00a0Highlights newsletter to get the latest sales news, insights, and best practices selected just for you.<\/p>\n\t\t\t\n\t\t\t\n\t\t\t\t\t\t\t<div class=\"wp-block-button\">\n\t\t\t\t\t<a class=\"wp-block-button__link\" target=\"_blank\" href=\"https:\/\/www.salesforce.com\/au\/form\/other\/salesblazer-newsletter\/?d=pb\">Sign up today<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\n\t\t<div class=\"wp-block-offer__media\">\n\t\t\t\t\t<\/div>\n\t<\/div>\n\n\t\t\t<div class=\"wp-block-offer__graphics wp-block-offer__contour\"><\/div>\n\t\n\t\t\t<!-- Standard Illustration -->\n\t\t<img decoding=\"async\" class=\"wp-block-offer__graphics wp-block-offer__illustration\" src=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/themes\/salesforce-blog\/dist\/images\/offer-block\/offer-illustration-layout-one.png\" alt=\"\">\n\n\t\t<!-- Small Accent Illustration -->\n\t\t\t\t\t<img decoding=\"async\" class=\"wp-block-offer__graphics wp-block-offer__accent\" src=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/themes\/salesforce-blog\/dist\/images\/offer-block\/offer-accent-layout-one.png\" alt=\"\">\n\t\t\n\t\t<!-- Left Side Illustration -->\n\t\t\n\t\t<!-- Cloud Illustration -->\n\t\t\t\t\t<img decoding=\"async\" class=\"wp-block-offer__graphics wp-block-offer__cloud\" src=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/themes\/salesforce-blog\/dist\/images\/offer-block\/offer-cloud-layout-one.png\" alt=\"\">\n\t\t\n\t<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-are-the-different-types-of-proforma-invoices\"><strong><strong>What are the different types of proforma invoices?<\/strong><\/strong><\/h2>\n\n\n\n<p>The proforma invoice\u2019s meaning differs depending on the variation you use.<\/p>\n\n\n\n<p>Broadly speaking, there are three types of proforma invoices that business owners can leverage to enhance transaction efficiency, clarify billing expectations, and improve client communication: standard, service, and recurring revenue.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong><strong>Types of proforma invoices<\/strong><\/strong><\/td><td><strong><strong>Description<\/strong><\/strong><\/td><td><strong><strong>Example<\/strong><\/strong><\/td><\/tr><tr><td>Standard<\/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<\/td><td>Designed for billing services rendered, detailing the type of service, hours worked and hourly rates<\/td><td>10 hours of marketing consultation at $200 per hour<\/td><\/tr><tr><td>Recurring revenue<\/td><td>Used for subscription services or ongoing contracts, outlining regular billing amounts and schedules<\/td><td>A monthly cloud computing service costing $10,000 per month (more commonly used with <a href=\"https:\/\/www.salesforce.com\/au\/saas\/\">SaaS companies<\/a> with enterprise customers)<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>Some proforma invoices will combine aspects for some or all of these. For instance, the invoice might have a section for products and a section for additional services on one document. It\u2019s also important to note that various proforma invoices are tailored for specific purposes, such as freight forwarding, customs, project work, down payments, estimates, and quotes.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-create-a-proforma-invoice\"><strong><strong>How to create a proforma invoice<\/strong><\/strong><\/h2>\n\n\n\n<p>Creating a proforma invoice isn\u2019t a complicated process, but it\u2019s worth doing your due diligence.<\/p>\n\n\n\n<p>Ultimately, your invoice will contain a lot of important information to verify. You will stand your business in good stead with your customers if you can deliver it correctly the first time without needing amendments. Here are the steps we recommend:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-step-1-work-out-the-broad-details\"><strong><strong>Step 1: Work out the broad details<\/strong><\/strong><\/h3>\n\n\n\n<p>Before you create the proforma invoice, you should have a clear idea of the costs associated with the deal. These will usually be worked out during the sales call and subsequent follow-ups, so they should be largely in place already.&nbsp;<\/p>\n\n\n\n<p>For example, a videoconferencing integration company may have agreed (in principle) with a potential client to sell them 50 cameras, 50 external microphones, installation services, an ongoing support package, and a digital signage subscription. They\u2019ll then present the costs associated with this deal under the assumption that details could still change.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-step-2-include-all-key-components\"><strong><strong>Step 2: Include all key components<\/strong><\/strong><\/h3>\n\n\n\n<p>Using a proforma invoice template or <a href=\"https:\/\/www.salesforce.com\/au\/sales\/revenue-lifecycle-management\/\">invoice management software<\/a> is the easiest way to start creating your initial document.<\/p>\n\n\n\n<p>From there, you can fill in all essential details. At a bare minimum, it should include the following:<\/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 that a proforma invoice doesn\u2019t require a payment due date.<\/li>\n\n\n\n<li><strong>Seller details: <\/strong>The proforma invoice includes the details of the seller, such as the company name and address, plus contact information.<\/li>\n\n\n\n<li><strong>Buyer details: <\/strong>It also needs to include all necessary buyer information.<\/li>\n\n\n\n<li><strong>Description of goods\/services: <\/strong>Briefly outline the products or services that you\u2019re providing.<\/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.<\/li>\n\n\n\n<li><strong>Shipping costs: <\/strong>If applicable, list the shipping costs the buyer will pay for their order.<\/li>\n<\/ul>\n\n\n\n<p>You can see each of these in the proforma invoice example below.<\/p>\n\n\n\n<figure data-wp-context=\"{&quot;imageId&quot;:&quot;69d8cff707e77&quot;}\" data-wp-interactive=\"core\/image\" data-wp-key=\"69d8cff707e77\" class=\"wp-block-image size-full is-resized wp-lightbox-container\"><img loading=\"lazy\" decoding=\"async\" width=\"520\" height=\"660\" data-attachment-id=\"68585\" data-permalink=\"https:\/\/www.salesforce.com\/au\/blog\/proforma-invoice\/proforma-invoice-template\/\" data-orig-file=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/uploads\/sites\/4\/2024\/11\/proforma-invoice-template.jpg\" data-orig-size=\"520,660\" data-comments-opened=\"1\" data-image-meta=\"{&quot;aperture&quot;:&quot;0&quot;,&quot;credit&quot;:&quot;&quot;,&quot;camera&quot;:&quot;&quot;,&quot;caption&quot;:&quot;&quot;,&quot;created_timestamp&quot;:&quot;0&quot;,&quot;copyright&quot;:&quot;&quot;,&quot;focal_length&quot;:&quot;0&quot;,&quot;iso&quot;:&quot;0&quot;,&quot;shutter_speed&quot;:&quot;0&quot;,&quot;title&quot;:&quot;&quot;,&quot;orientation&quot;:&quot;0&quot;}\" data-image-title=\"proforma-invoice-template\" data-image-description=\"\" data-image-caption=\"\" data-medium-file=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/uploads\/sites\/4\/2024\/11\/proforma-invoice-template.jpg?w=394\" data-large-file=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/uploads\/sites\/4\/2024\/11\/proforma-invoice-template.jpg?w=520\" data-wp-class--hide=\"state.isContentHidden\" data-wp-class--show=\"state.isContentVisible\" data-wp-init=\"callbacks.setButtonStyles\" data-wp-on--click=\"actions.showLightbox\" data-wp-on--load=\"callbacks.setButtonStyles\" data-wp-on-window--resize=\"callbacks.setButtonStyles\" src=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/uploads\/sites\/4\/2024\/11\/proforma-invoice-template.jpg?strip=all&#038;quality=95\" alt=\"\" class=\"wp-image-68585\" style=\"width:620px;height:auto\" srcset=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/uploads\/sites\/4\/2024\/11\/proforma-invoice-template.jpg 520w, https:\/\/www.salesforce.com\/au\/blog\/wp-content\/uploads\/sites\/4\/2024\/11\/proforma-invoice-template.jpg?w=394&amp;h=500 394w, https:\/\/www.salesforce.com\/au\/blog\/wp-content\/uploads\/sites\/4\/2024\/11\/proforma-invoice-template.jpg?w=118&amp;h=150 118w\" sizes=\"auto, (max-width: 520px) 100vw, 520px\" \/><button\n\t\t\tclass=\"lightbox-trigger\"\n\t\t\ttype=\"button\"\n\t\t\taria-haspopup=\"dialog\"\n\t\t\taria-label=\"Enlarge\"\n\t\t\tdata-wp-init=\"callbacks.initTriggerButton\"\n\t\t\tdata-wp-on--click=\"actions.showLightbox\"\n\t\t\tdata-wp-style--right=\"state.imageButtonRight\"\n\t\t\tdata-wp-style--top=\"state.imageButtonTop\"\n\t\t>\n\t\t\t<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"12\" height=\"12\" fill=\"none\" viewBox=\"0 0 12 12\">\n\t\t\t\t<path fill=\"#fff\" d=\"M2 0a2 2 0 0 0-2 2v2h1.5V2a.5.5 0 0 1 .5-.5h2V0H2Zm2 10.5H2a.5.5 0 0 1-.5-.5V8H0v2a2 2 0 0 0 2 2h2v-1.5ZM8 12v-1.5h2a.5.5 0 0 0 .5-.5V8H12v2a2 2 0 0 1-2 2H8Zm2-12a2 2 0 0 1 2 2v2h-1.5V2a.5.5 0 0 0-.5-.5H8V0h2Z\" \/>\n\t\t\t<\/svg>\n\t\t<\/button><\/figure>\n\n\n\n<p class=\"has-text-align-center\">Source: <a href=\"https:\/\/www.vertex42.com\/ExcelTemplates\/proforma-invoice.html\" target=\"_blank\" rel=\" noopener\">Vertex42<\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-step-3-add-terms-and-conditions\"><strong><strong>Step 3: Add terms and conditions<\/strong><\/strong><\/h3>\n\n\n\n<p>Add any additional terms that your buyer should be aware of. A common inclusion is a validity period for the invoice, after which time no further changes will be considered. You can also specify the payment method and their rights if you fail to deliver within a given timeframe. You should also include a cancellation policy.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-step-4-send-the-invoice-and-negotiate\"><strong><strong>Step 4: Send the invoice and negotiate<\/strong><\/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 negotiations with your buyer (as long as it\u2019s within the validity period). This is the best opportunity to work through any remaining details and ensure the transaction goes smoothly.<\/p>\n\n\n\n<p>In our example scenario, the videoconferencing integration company may send the proforma invoice off to their buyer, who might come back to them stating that they no longer require the installation services, as they\u2019re getting them from another supplier at a lower cost. The business can then reevaluate its installation prices or remove the line altogether, before resending the invoice for approval.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-proforma-tips-for-australian-businesses\"><strong><strong>Proforma tips for Australian businesses<\/strong><\/strong><\/h2>\n\n\n\n<p>Proforma invoices are relatively standardised across all industries and countries. Unless they have a very specific purpose, they\u2019ll share most of the same features and information.<\/p>\n\n\n\n<p>However, there are a couple of proforma invoice elements that are exclusive to Australian business exchanges. These include the following:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-australian-business-number-abn\"><strong><strong>Australian Business Number (ABN)<\/strong><\/strong><\/h3>\n\n\n\n<p>Even though a proforma invoice is not a tax invoice, it still requires the selling party to include their ABN. For accounting and auditing purposes, it\u2019s also prudent to include the seller\u2019s as well, if you have that information available.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-goods-and-services-tax-gst\"><strong>Goods and services tax (GST)<\/strong><\/h3>\n\n\n\n<p>With a proforma invoice, you can leave the GST amount off (as long as you clearly mark that it\u2019s currently excluded). If you do choose to include it, you may also wish to identify it as an \u2018estimated\u2019 GST amount, as you may still need to confirm the final figures, or you\u2019ll be passing across GST-inclusive costs.<\/p>\n\n\n\n<p>The GST amount in Australia that needs to be added is 10%. Many leading accounting and billing software applications will apply this automatically.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-best-practices-for-using-proforma-invoices\"><strong><strong>Best practices for using proforma invoices<\/strong><\/strong><\/h2>\n\n\n\n<p>While creating a proforma invoice is quite straightforward, there are still a few things you can do to help make the invoice process as stress-free as possible. Here are some invoicing tips for businesses to follow:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Add all relevant details and check for accuracy.<\/li>\n\n\n\n<li>Use professional formatting and merge it with your own branding and colours to deliver a personalised experience to the customer.<\/li>\n\n\n\n<li>Be willing to negotiate based on your buyer\u2019s feedback where possible. However, you shouldn\u2019t be willing to allow their requests to affect your profit margins.<\/li>\n\n\n\n<li>Firmly enforce your validity period.<\/li>\n\n\n\n<li>Maintain each record. While proforma invoices don\u2019t technically require a number, it\u2019s always prudent to consider using one, as it makes them easier to track and audit.<\/li>\n\n\n\n<li>Apply changes thoroughly and carefully before converting to a tax invoice.<\/li>\n\n\n\n<li>Commit to stringent proforma invoice tracking to stay on top of all your ongoing sales.<\/li>\n<\/ul>\n\n\n\n<div class=\"layout-nine wp-block-salesforce-blog-offer\">\n\t<div class=\"wp-block-offer__wrapper\">\n\n\t\t<div class=\"wp-block-offer__content\">\n\t\t\t<h2 class=\"wp-block-offer__title\">Join the\u00a0Salesblazer\u00a0community<\/h2>\n\t\t\t\t\t\t\t<p class=\"wp-block-offer__description\">Learn new skills, connect with peers, and grow your career with thousands of sales professionals from around the world.<\/p>\n\t\t\t\n\t\t\t\n\t\t\t\t\t\t\t<div class=\"wp-block-button\">\n\t\t\t\t\t<a class=\"wp-block-button__link\" target=\"_blank\" href=\"https:\/\/salesblazer-community.slack.com\/join\/shared_invite\/zt-385fovphf-fxQGRIqM_op9u7qUULdOHg?_ga=2.71364115.140748921.1766888814-844659423.1766032298#\/shared-invite\/email\">Sign up on Slack<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\n\t\t<div class=\"wp-block-offer__media\">\n\t\t\t\t\t<\/div>\n\t<\/div>\n\n\t\t\t<div class=\"wp-block-offer__graphics wp-block-offer__contour\"><\/div>\n\t\n\t\t\t<!-- Standard Illustration -->\n\t\t<img decoding=\"async\" class=\"wp-block-offer__graphics wp-block-offer__illustration\" src=\"https:\/\/www.salesforce.com\/au\/blog\/wp-content\/themes\/salesforce-blog\/dist\/images\/offer-block\/offer-illustration-layout-nine.png\" alt=\"\">\n\n\t\t<!-- Small Accent Illustration -->\n\t\t\n\t\t<!-- Left Side Illustration -->\n\t\t\n\t\t<!-- Cloud Illustration -->\n\t\t\n\t<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-technology-makes-proforma-invoicing-effortless\"><strong>How technology makes proforma invoicing effortless<\/strong><\/h2>\n\n\n\n<p>We\u2019re long past the time when a business required an accountant or bookkeeper to manually input details for invoices. It\u2019s now a quick and easy process, thanks to specialised accounting software that can automate everything.<\/p>\n\n\n\n<p>Accounting platforms allow you to create accurate, professional documents from predefined templates. All the relevant fields are already included, so there\u2019s very little chance of you leaving anything out. And you can automatically populate certain fields to save even more time.<\/p>\n\n\n\n<p><a href=\"https:\/\/www.salesforce.com\/au\/sales\/cpq\/what-is-salesforce-cpq\/\">Salesforce CPQ<\/a> is the perfect choice for businesses looking to simplify their accounting operations. It integrates seamlessly with <a href=\"https:\/\/www.salesforce.com\/au\/products\/\">Customer 360<\/a> to draw out key customer information and provide accurate quotations, which can easily be turned into both tax and non-tax invoices.<\/p>\n\n\n\n<p>For instance, <a href=\"https:\/\/www.salesforce.com\/au\/customer-stories\/rea-group\/\">REA Group<\/a>, a digital media business, needed something that could streamline its sales process and move the company away from outdated spreadsheet models. Salesforce worked closely with them to create optimised workflows across the entire sales journey, including invoicing and accounting.<\/p>\n\n\n<div class=\"wp-block-quote-article\" style=\"\"><div class=\"wp-block-quote-social-wrapper\"><figure class=\"wp-block-quote-article-quote\">\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Salesforce CPQ has essentially brought our quoting process into the 21st century. It has also improved the quality of our data by moving information out of spreadsheets and into Salesforce.<\/p>\n<\/blockquote>\n<span class=\"citation-role\">Smrithi Kamtikar, Senior Product Manager, <br>REA Group<\/span>\n<div class=\"post__social post__social--v2 post__social--blockquote\">\n\n\t\n\t<ul class=\"social-nav social-nav-v2\">\n\t\t\t\t\t<li class=\"social-nav__item\">\n\t\t\t\t<a\n\t\t\t\t\taria-label=\"Share on LinkedIn (Opens in a new tab)\"\n\t\t\t\t\thref=\"http:\/\/www.linkedin.com\/shareArticle?mini=true&#038;url=https%3A%2F%2Fwww.salesforce.com%2Fau%2Fblog%2Fproforma-invoice%2F%3Futm_source%3DLinkedIn%26utm_medium%3Dorganic_social%26utm_campaign%3Dus_cbaw%26utm_content%3Dblog-ctt&#038;title=What%20is%20a%20proforma%20invoice%3F\"\n\t\t\t\t\ttarget=\"_blank\"\n\t\t\t\t>\n\t\t\t\t\t\n<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"21\" height=\"21\" fill=\"none\"><path fill=\"#032D60\" d=\"M16.625 0H4.375A4.375 4.375 0 0 0 0 4.375v12.25A4.375 4.375 0 0 0 4.375 21h12.25A4.375 4.375 0 0 0 21 16.625V4.375A4.375 4.375 0 0 0 16.625 0M7 16.625H4.375V7H7zM5.687 5.89a1.54 1.54 0 0 1-1.53-1.543c0-.852.685-1.544 1.53-1.544.846 0 1.532.692 1.532 1.544S6.534 5.89 5.687 5.89M17.5 16.625h-2.625v-4.903c0-2.947-3.5-2.724-3.5 0v4.903H8.75V7h2.625v1.544c1.222-2.262 6.125-2.43 6.125 2.167z\" \/><\/svg>\n\t\t\t\t<\/a>\n\t\t\t<\/li>\n\t\t\t\t\t<li class=\"social-nav__item\">\n\t\t\t\t<a\n\t\t\t\t\taria-label=\"Share on Twitter (Opens in a new tab)\"\n\t\t\t\t\thref=\"https:\/\/x.com\/intent\/tweet?text=What%20is%20a%20proforma%20invoice%3F&#038;url=https%3A%2F%2Fwww.salesforce.com%2Fau%2Fblog%2Fproforma-invoice%2F%3Futm_source%3DTwitter%26utm_medium%3Dorganic_social%26utm_campaign%3Dus_cbaw%26utm_content%3Dblog-ctt&#038;via=salesforce\"\n\t\t\t\t\ttarget=\"_blank\"\n\t\t\t\t>\n\t\t\t\t\t\n<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"32\" height=\"32\" fill=\"#032D60\" viewBox=\"0 0 32 32\"><path d=\"M17.4 14.8 23 8.3h-1.3L16.8 14 13 8.3H8.5l5.9 8.5-5.9 6.8h1.3l5.1-6 4.1 6h4.5zm-1.8 2.1-.6-.8-4.7-6.8h2l3.8 5.5.6.8 5 7.1h-2z\" \/><\/svg>\n\t\t\t\t<\/a>\n\t\t\t<\/li>\n\t\t\t\t\t<li class=\"social-nav__item\">\n\t\t\t\t<a\n\t\t\t\t\taria-label=\"Share on Facebook (Opens in a new tab)\"\n\t\t\t\t\thref=\"https:\/\/www.facebook.com\/sharer\/sharer.php?u=https%3A%2F%2Fwww.salesforce.com%2Fau%2Fblog%2Fproforma-invoice%2F%3Futm_source%3DFacebook%26utm_medium%3Dorganic_social%26utm_campaign%3Dus_cbaw%26utm_content%3Dblog-ctt\"\n\t\t\t\t\ttarget=\"_blank\"\n\t\t\t\t>\n\t\t\t\t\t\n<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"19\" height=\"19\" fill=\"none\"><path fill=\"#032D60\" d=\"M19 9.5a9.5 9.5 0 0 0-19 0c0 4.742 3.474 8.672 8.016 9.385v-6.639H5.604V9.5h2.412V7.407c0-2.38 1.418-3.696 3.588-3.696 1.04 0 2.127.185 2.127.185v2.338h-1.198c-1.18 0-1.549.733-1.549 1.484V9.5h2.635l-.421 2.746h-2.214v6.639C15.526 18.172 19 14.242 19 9.5\" \/><\/svg>\n\t\t\t\t<\/a>\n\t\t\t<\/li>\n\t\t\n\t\t<li class=\"social-nav__item\">\n\t\t\t<button\n\t\t\t\tclass=\"copy-share js-copy-link\"\n\t\t\t\taria-label=\"Copy link to clipboard\"\n\t\t\t\thref=\"#\"\n\t\t\t\tdata-clipboard-text='\"What is a proforma invoice?\" https:\/\/www.salesforce.com\/au\/blog\/proforma-invoice\/'\n\t\t\t>\n\t\t\t\t\n<svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"20\" height=\"10\" fill=\"none\"><path fill=\"#032D60\" d=\"M14.586.406h-3.667V2.24h3.667a2.76 2.76 0 0 1 2.75 2.75 2.76 2.76 0 0 1-2.75 2.75h-3.667v1.833h3.667a4.585 4.585 0 0 0 4.583-4.583A4.585 4.585 0 0 0 14.586.406m-5.5 7.334H5.419a2.76 2.76 0 0 1-2.75-2.75 2.76 2.76 0 0 1 2.75-2.75h3.667V.406H5.419A4.585 4.585 0 0 0 .836 4.99a4.585 4.585 0 0 0 4.583 4.583h3.667zm-2.75-3.667h7.333v1.833H6.336z\" \/><\/svg>\n\t\t\t<\/button>\n\t\t<\/li>\n\t<\/ul>\n<\/div>\n<\/figure><\/div><\/div>\n\n\n<h2 class=\"wp-block-heading\" id=\"h-wrapping-up\"><strong><strong>Wrapping up<\/strong><\/strong><\/h2>\n\n\n\n<p>Proforma invoices are an easy way to keep your customers in the loop before finalising transaction details. They alleviate doubt, instil confidence in your potential buyer and increase the likelihood that they\u2019ll see the entire sales journey through to the end.<\/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\/au\/small-business\/\">small business CRM<\/a>, invoicing will become a seamless part of your <a href=\"https:\/\/www.salesforce.com\/au\/sales\/pipeline\/\">sales pipeline<\/a>.<\/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\/au\/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.<\/p>\n\n\n\n<p><strong>Ready to simplify your invoicing process? <\/strong>Salesforce CPQ <a href=\"https:\/\/www.salesforce.com\/au\/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\/au\/sales\/cpq\/\">Salesforce CPQ<\/a>, you can configure products, set pricing, and create professional-looking quotes, ensuring consistency and reducing manual errors in invoicing.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-faqs\"><strong>FAQs<\/strong><\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-what-is-the-difference-between-a-proforma-invoice-and-a-bill-of-lading\"><strong><strong>What is the difference between a proforma invoice and a bill of lading?<\/strong><\/strong><\/h3>\n\n\n\n<p>A proforma invoice is a preliminary document that presents the anticipated details of a sales transaction. The selling party provides it to the buying party, and it\u2019s a non-binding document. In contrast, a bill of lading is a document that is issued after shipping and acts as a receipt for the goods shipped. It\u2019s a legally binding document that is initially issued to the selling party (though it\u2019s usually passed across to the buying party once the transaction has been completed).<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-how-does-a-quote-differ-from-a-proforma-invoice\"><strong><strong>How does a quote differ from a proforma invoice?<\/strong><\/strong><\/h3>\n\n\n\n<p>A quote is usually generated during the very early stages of a transaction (often during an initial inquiry or after a first sales call). It offers an estimate of the costs of what\u2019s been discussed to give the buyer an idea of what they\u2019ll be paying. A proforma invoice is generally issued after the buyer has agreed to purchase. It is more definitive and largely outlines the final terms of the sale.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-how-long-is-a-proforma-invoice-valid-for\"><strong><strong>How long is a proforma invoice valid for?<\/strong><\/strong><\/h3>\n\n\n\n<p>This is usually down to the discretion of the selling party. It typically doesn\u2019t exceed 30 days; however, for more complex deals with multiple moving parts, the validity period could be longer.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-what-disclaimer-should-i-add-to-a-proforma-invoice\"><strong><strong>What disclaimer should I add to a proforma invoice?<\/strong><\/strong><\/h3>\n\n\n\n<p>It\u2019s important that you make it clear that the proforma invoice isn\u2019t a formal request for payment. You should state that a formal tax invoice will be issued once the details of the proforma invoice have been approved, after which the sale will become legally binding.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-can-a-proforma-invoice-be-cancelled\"><strong>Can a proforma invoice be cancelled?<\/strong><\/h3>\n\n\n\n<p>Yes. As a proforma invoice is just a preliminary quote, it isn\u2019t legally binding and doesn\u2019t indicate a confirmed sale or that payment is required. This means it can be cancelled or replaced without any legal implications.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>A proforma invoice is a preliminary bill outlining details and costs; it&#8217;s sent to a customer before a sale is finalised. Read more.<\/p>\n","protected":false},"author":32,"featured_media":65846,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"sf_justforyou_enable_alt":true,"optimizely_content_id":"6943a00bbe2ecea50354f47b","post_meta_title":"","ai_synopsis":"","jetpack_post_was_ever_published":true,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"sf_topic":[2538,2468,3101],"sf_content_type":[],"coauthors":[2454],"class_list":["post-65841","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","sf_topic-commerce","sf_topic-sales","sf_topic-customer-360"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.2 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>What is a proforma invoice? | Salesforce ANZ<\/title>\n<meta name=\"description\" content=\"A proforma invoice is a preliminary bill outlining details and costs; it&#039;s sent to a customer before a sale is finalised. 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