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A
accounts241
February 19, 2020
Question

How can I create a Pro-Forma invoice?

  • February 19, 2020
  • 5 replies
  • 81 views
No text available

5 replies

P
paul97
February 19, 2020

In QBooks Online you can create a Quote. This serves the same purpose a Pro Forma Invoice. You can turn the Quote into an Invoice and edit the Invoice if any changes were requested by the client.

You will find the option under + New Customers

I hope this will be a workable solution for you.

Regards

Paul

Michael K
Michael K
Level 4
February 19, 2020

Hey there, @accounts241.

 

Hope you're having a wonderful day. A Pro-Forma Invoice is a non-posting form. In QuickBooks Online, there isn't a separate Pro-Forma form template, but you can use an Estimate Custom Form Style to create a Pro-Forma Invoice for your customers. It's super easy and only takes a moment. Check it out:

 

  1. Go to Gear, then Custom Form Styles.
  2. Click New Style and choose Estimate.
  3. Click the Content tab, then the Pencil icon at the top right panel and change "Estimate" to "Pro-Forma Invoice".
  4. Save the form style.

 

After you've setup your Pro-Forma Estimate Style, you can create the Invoice by going to + New, then Estimate. Make sure at the bottom to choose the Custom Form Style you created.

 

If you'd like to learn more about Custom Form Styles in QuickBooks Online, check out: Customize your invoices, estimates, and sales receipts in QuickBooks Online.

 

Just click Reply below if you have any other questions. I'll be here for you. Have a great rest of your day.

    T
    TSH1960
    February 24, 2022

    Can you receive partial payments to the Pro-forma invoice that you create from the estimate and have those partial payments post to a Customer Deposits liability/Deferred Revenue account instead of posting to your recognized sales income?

    M
    MadelynCModerator
    Moderator
    February 24, 2022

    Yes, you can @TSH1960. I’m here to help you with the process.


    To do that, you can create a deposit or retainer in QuickBooks Online. This way, you can post those partial payments to your Customer Deposits Liability/Deferred Revenue account.


    First, you’ll want to set up a retainer item. I’m glad to show you the steps.

     

    1. Open your QuickBooks account.
    2. Select the Gear icon, then choose Products and Services.
    3. Click New.
    4. Select Service.
    5. Enter a name for the item.
    6. From the Income account dropdown menu, select the said Liability account.
    7. Select Save and close.


    Then, follow the remaining instructions presented in this article: Record a retainer or deposit. Just proceed to step 3 until 6.


    In case you want to add specific information to your sales forms, you can use this reference: Customize invoices, estimates, and sales receipts in QuickBooks Online. It includes steps to modify the appearance and layout of your forms.


    If you have any other concerns or questions about managing your payments, please don’t hold back to drop a comment. I’d be glad to provide you further assistance. Take care always!

    Ben from IncoDocs
    Ben from IncoDocs
    October 29, 2020

    Hi there, a Proforma Invoice is usually used when exporting products, to confirm the details of the products to be ordered, and request a split deposit/balance payment from the buyer.

    The new QuickBooks + IncoDocs integration has been added to the app store.  QuickBooks users can connect to IncoDocs and instantly sync Invoices and Purchase Orders to IncoDocs templates, without re-typing any information.  IncoDocs allows exporters to easily create sales and shipping documents required for global trade, from Proforma Invoices, Commercial Invoices, Packing Lists and other shipping documentation.

    Here is the link to the app store listing:  https://quickbooks.intuit.com/app/apps/appdetails/incodocs/

    --

    I hope that helps.  Happy Shipping!

    M
    Marty 49
    January 8, 2023

    Does quickbooks have templates

    Fiat Lux - ASIA
    Fiat Lux - ASIA
    Level 14
    January 8, 2023

    @Marty 49 

    QB doesn't provide the feature so you need a 3rd party app to integrate with QBO.

    L
    lin_jcaj
    Level 9
    January 8, 2023

    I'm joining the thread to share additional information about creating a Pro-Forma invoice, Marty 49.

     

    I agree with Fiat Lux-ASIA that you may consider looking for a third-party application that lets you do the tasks.

     

    To be guided on what app to use, you can go to the Apps menu in your QBO account and browse for an app that suits your business needs. 

     I'm also adding this article that can guide you in personalizing your invoices based on the data you need: Customize invoices, estimates, and sales receipts in QBO.

     

    Let me know if you have other queries about invoices or managing your account. I’ll be around to assist you.

    D
    danmitre
    October 25, 2024

    Hi All

     

    Instead of using Pro-Forma Invoice , is it fine if I send the client a pratical invoice ?

     

    Thank you

    Dan 

     

    J
    JanbonNQuickBooks Team
    QuickBooks Team
    October 25, 2024

    It depends on the purpose of the invoice, Dan. I'll share further details about it.

     

    The type of invoice you send to your client should align with the information you attach. If you want to provide an estimate of costs before a sale, you should use a Pro Forma Invoice. On the other hand, if you need to issue a formal billing document that requests payment for goods or services, a Commercial Invoice (or Practical Invoice) is the right choice.

     

    Additionally, you can refer to this article about personalizing your sales forms in QuickBooks: Customize invoices, estimates, and sales receipts in QuickBooks Online.

     

    Let us know if you have other concerns with your invoices in QBO. We're here to help you in any way we can.

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