A proforma invoice is a preliminary bill or estimated invoice sent to a client to request payment for your services before they are supplied.

You can issue a Proforma invoice from Project Detail or in the Finance section.

1. Use the Action menu and click on Proforma

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2. In this case, when you are starting from Project, Allfred automatically pre-fills Project details in the first step of invoicing. If some details are missing, enter them and click on Next step.

3. In the second step, select the budget item(s) that this proforma invoice covers. This step works the same way as for a classic (settlement) invoice.
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This step tells Allfred which budget item the proforma payment should be counted against. It's needed so that Allfred can automatically generate the settlement invoice from the correct budget item once the proforma is paid (see "Automated invoice sending" below).

4. In the third step, set the Issue date and Due date (the due date is filled automatically based on billing address settings on the client level). These dates are visible only for the CFO role.

Unlike a classic invoice, a proforma invoice does not have a Supply date - only an Issue date and a Due date.

5. Choose the currency and insert the text and required amount.

6. Click on Create proforma. If you have a Project manager, Team leader, or Managing director role, the button "Submit a Proforma" will be displayed instead.

1. Go to Finance section -> Proforma Invoices

2. Click on Add new

3. Insert project details

4. Continue as described above

By creating a Proforma invoice, you generate an invoice and automatically a .pdf document. You can find the Proforma invoice in "Proforma invoices" within the Finance section.

There are two ways a Proforma invoice can be marked as paid:

1. Manually
Use "Mark as paid manually". When doing this, you can also choose to automatically create the corresponding settlement (final) invoice at the same time.

2. By matching the payment in the Banking module
If an automated invoicing plan was set up for the project and automatic settlement invoice sending is turned on, the settlement invoice will be created automatically once the payment is matched.

If the proforma invoice was issued manually, the settlement invoice will need to be created manually after the payment is matched.

For more on settlement invoices, see How to issue a settlement (final) invoice?

The receipt for the received payment is generated automatically after marking the Proforma invoice as "Paid".

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

The Proforma invoice and payment receipt are linked. You can access this information via the document detail by clicking on the document number.

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