Creating invoices is an important part of running a business. QuickBooks also provides features to create invoice in QuickBooks and Proforma Invoice is among such features. QuickBooks Proforma Invoice is accessible to meet several requirements like sending to customers, shipping purposes and monitoring the accounts. It is a document that is accessible as a roof of sales and purchases. The proforma invoice contains all the information about the product and the payment process in which payment has been made or has already taken place. This is also called a preliminary invoice although it is not an actual invoice, it can be treated as a real one. This section explains a proforma invoice and the complete steps to create a proforma invoice in QuickBooks. Therefore, always be vigilant in this area or contact our technical support team at +1-844-539-0188. We provide support services immediately. 

What is a Proforma Invoice in QuickBooks? 

proforma invoice quickbooks

A Proforma Invoice can be used to request a payment from a seller and a purchaser. It includes a breakdown of the sum amount that is payable as well as a description of the product. Proforma Invoice is issued when the payment is received and negates the need for a payment request. QuickBooks cannot create a proforma invoice directly. However, it is possible to create Proforma Invoices by accessing the Microsoft Word and Microsoft Excel templates. 

What is the purpose of a proforma invoice?  

If we discuss the usefulness of a proforma invoice, it is a useful addition to a business’s sales procedure. It provides an estimate of the cost of the sale and also reduces the likelihood that they are exposed to any unanticipated charges, reducing the risk of payment disputes when commercial invoices are issued. Let’s take a look at some uses of Proforma Invoice: 

  • It is used while declaring the value of goods to customs and when exporting to foreign countries. 
  • It is used when you don’t have all the details to issue a commercial invoice. 
  • It is used when something is needed to act as a formal payment request when a recipient wants to pay in advance. 

Also Read: How to Create and Apply QuickBooks Credit Memos? 

What is the difference between an invoice and a proforma invoice?  

Proforma Invoice and Commercial Invoice

There are a few differences between an invoice and a proforma invoice that are as follows: 

Key Differences Invoice Proforma Invoice  
Time of issue  Issued to the customer upon receipt of goods or services.  Issued to the customer before ordering.  
Objective  To notify the purchaser of the amount owed and the method of payment. Help customers decide whether to order or not.  
Details included  Invoice number, contact information, issue date, payment amount, payment method, billing address, and terms and conditions. Contact details, date of publication, description of goods and services and amounts payable. An invoice number is required and must indicate that it is proforma.   
Accounting  Commercial invoices must be recorded as a liability and submitted for reference.  Proforma invoices are not used for accounting purposes.  

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What does a Proforma Invoice Look like? 

A proforma invoice is comprised of the details that are mentioned below. 

  • Your contact information 
  • The cost of the goods and services you offer 
  • Relevant shipping costs 
  • Issuing date 
  • An elaborative description of the services and goods you offer 
  • Sales tax and other fees or taxes that are applicable 
  • The overall amount which is due 

What are the Different Categories of a Proforma Invoice? 

There are different kinds of Proforma invoices offered by QuickBooks. Let’s see the below-listed invoices: 

For Shipping 

This proforma invoice is a business invoice. These proforma don’t have any details about the VATs and taxes. However, it can be accessible by both sides to analyze the real cost of the goods and services. 

For Customers 

This proforma works as a written authentication to the customer end from the seller end. It guarantees the delivery of the product. It has information describing the payment that assists both sides in monitoring the payment. 

What are the Important Points to Remember Before Preparing a Proforma Invoice? 

Below we have listed three important points that need to be kept in mind before preparing a proforma invoice. 

  • Proforma Invoices are to be saved as accounts receivable to prepare them to monitor the payments you are acquiring. 
  • It has to be used as a substitute for an invoice. It should not be assumed as an original invoice and no payment should be made depending on it by the customer. 
  • One more important point is that Proforma Invoice and QuickBooks Payroll are two different things. So, as a seller, you don’t have to make any payment to the customer. 

How to Create a Proforma Invoice in QuickBooks? 

Here is the step-by-step guide you need to follow to create a proforma invoice in QuickBooks:  

  • Click on the gear icon on the screen on the right side. 
  • A window will appear then search for custom-form style and select the new option. 
  • Now click on the new style drop-down and choose the estimate option. 
  • After that click on the Content tab. 
  • Once done with that hit the Edit option and select the Make Default option. 
  • Here you will get the option to edit the name of the estimate. You can either keep it or rename it as per your choice. 
  • Now click on Save Changes and exit the screen. 

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How to Create Multiple Invoices in QuickBooks? 

If you want to create multiple invoices in QuickBooks, you can follow these steps. 

  • Firstly, click on the Create option and select the Multiple Invoice option. 
  • After that, you have to click on the Plus icon. 
  • By doing this you can prepare several invoices. 
  • Now click on the information column to add any information you want to add. 
  • You can also create an invoice if you wish. 
  • You need to go to the menu and select the option to delete the invoice. 

How to Add a Logo to a Proforma Invoice? 

Here are the steps to add a logo in a Proforma Invoice: 

For Application 

  • Click on the Settings option and select the Work Info option. 
  • Now click on the Edit option and then select the image and upload it in the logo option. 
  • Now save the changes. 

For Website 

  • Go to the invoice section and click on the change the invoice option. 
  • Moreover, click on the Edit information option. 
  • Lastly, upload the image and save the changes. 

How to Repair Payments if they are Assisted with the Incorrect Invoice? 

Here are some of the steps you need to follow if you need to change the payment applied to a particular invoice: 

  • Click on the Create option then go to the Other option and select the Journal Entry option. 
  • Once done with that enter the details like the amount required, customer details and the amount to be paid. 
  • Now enter the same details again and avoid the customer name and save the changes. 

How to Duplicate a Proforma Invoice in QuickBooks? 

There are several reasons why you might want to duplicate a particular proforma invoice in the QuickBooks program. You can then select the customers you want to send proforma invoices to. A window with multiple invoices will open. You can review and make changes to your customer’s proforma invoice. The next step is to save the changes you have made. 

  • Select the customers to whom you want to send the Proforma Invoice and click Next. 
  • In the Multiple Invoices screen, you can witness the invoice for all the customers. You can also add and edit the invoices. 
  • Furthermore, ensure that the invoices have been saved properly. 

Note: A proforma invoice will have duplicate lines that you have selected to duplicate. It is not necessary to create several Proforma Invoices if you haven’t set any choices regarding the taxes or terms that are important for the customer. 

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Coming towards the end of this article we hope that the article we curated for you is understandable for you. The information provided in this segment is helpful for you. By following the steps enumerated above you can easily create Proforma Invoices in QuickBooks. Still, if you find any of these steps confusing you can ask for assistance. To get immediate assistance contact our tech support team. Just simply dial our toll-free number i.e.  +1-844-539-0188 to connect with our agents. We are available to help you 24/7. 

Frequently Asked Questions 

What is the main difference between a quote and a pro forma invoice? 

Pro forma invoices and cost estimates are more similar than different. Pro forma invoices and quotations are used at similar stages in the sales process to provide transaction details to customers. 

Is a proforma invoice a legal obligation? 

A proforma invoice is an important business document, but it is not legally binding. A proforma invoice typically provides an estimate of the cost of goods or services provided by a company. However, it is not a legal record of a sale and cannot be used as evidence of a completed transaction. 

How do I send a pro forma invoice? 

Pro forma invoices can be distributed in the same way as regular invoices. These invoices can usually be printed and mailed or emailed. 

Can I pay with a pro forma invoice? 

You cannot pay with a pro forma invoice because it is only an estimate of sales and not an exact transaction. You must receive a sales invoice or purchase order to begin the payment process. 

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