How to create a proforma invoice from a quote
What is a proforma?
A proforma invoice is an informational bill — useful to send amounts before work is complete or before you raise a deposit or final invoice. In JobSheet:
- Proforma invoices receive INV- numbers like other invoices.
- They are excluded from Money in (marked paid) on Reports and from the VAT period CSV export.
- They cannot receive credit notes. Issue a standard or deposit invoice when you need formal reversals.
Before you start
Same gates as other quote invoices:
- Quote status accepted
- Linked job sheet status done
Steps
- Open the quote with a linked job sheet marked done.
- On the quote detail Workflow panel (step 5. Invoice), choose Create proforma invoice.
- JobSheet opens a new invoice with line items from the quote. Review amounts and customer.
- Set status to sent when you share it with the customer (print, email, or your usual process).
- When you are ready for real billing, use Create deposit invoice or Create invoice / Create final invoice for amounts that count in Reports.
Tips
- Do not mark a proforma paid if you want Money in (marked paid) to reflect cash — use a standard or deposit invoice instead.
- Your accountant should use standard and deposit invoices (and credit notes) for VAT and year-end exports, not proforma rows.