What is a proforma invoice and how is it created? Thank you.

Hello there, @Jennifer529!

Proforma Invoice is a naming template used upon customizing your invoices. Let's go ahead, create one, and send it to your customers.

1. Go to the Gear icon.
2. Under Your Company, select Custom Form Styles.
3. Click New Styles.
4. Select Invoice.
5. On the Content tab, select the top-portion of your invoices.
6. Under Form, select Form Names.
7. Enter Proforma Invoice.
8. Click Done.

In addition, here's an article you can read to learn more about how you can customize and invoice template: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Lastly, I've got you these helpful articles for ideas about how you can create invoice and payments for your customers:

• Create invoices in QuickBooks Online
• Record invoice payments in QuickBooks Online

If there's anything else that I can help you with, let me know in the comments. I'll be here to lend a hand.

@Jennifer529 

A pro-forma invoice is like an estimate, it is not binding.  Use an estimate form and retitle it as a pro forma invoice

invoices are always a final sale

Hello JonPril,

I followed your directions, and it appears as though every invoice created from this point forward would be a Proforma invoice...not sure how you can select this just for one customer.  Can you explain?

Hi there, @mskelly.

Setting up the Proforma invoice for one customer is unavailable. When you set the invoice template as Default, you don't need to manually select it when creating an invoice. 

In the Invoice window, you can click Customize at the bottom to verify the template that is marked.

Unlike the Standard template that shows on the sales transactions (estimate, invoice, or sales receipt), the default invoice template will only show when you create an invoice. 

You can also set other default templates for estimates and sales receipts.

1. Click the Gear icon in the upper-right corner and select Custom form styles.
2. Click the drop-down arrow next to Edit of an estimate or sales receipt template.
3. Select Make default.

You always have the option to choose the template you want to use for your invoices by clicking on the Customize button. Here's how:

1. Click on the Plus (+) icon.
2. Choose Invoice.
3. Enter the necessary information.
4. Click on Customize.
5. Choose the template you want to use on the invoice.

You can preview the invoice by clicking on the Print or Preview button. This way, you'd see how the invoice would look with the template you used.

Refer to this article for the details: Customize your invoices, estimates, and sales receipts in QuickBooks Online.

Let us know how this goes so we can assist you further. Have a great day!

Thank you MaryAnn_E  

:-)

Hi there, a Proforma Invoice is generally used when exporting products Internationally.  The Proforma Invoice contains all of the product details and costs, and generally includes payment details requesting that the buyer pay a deposit/balance payment.

You can link your QuickBooks account to IncoDocs, and use IncoDocs to create documentation that is required to ship products Internationally.  Invoices and Purchase Orders are synced between the accounts, then you can use IncoDocs to create other shipping documents including Commercial Invoices, Packing Lists and more.  Here is the link to the app listing for more details:  https://quickbooks.intuit.com/app/apps/appdetails/incodocs/

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We hope this helps.  Happy shipping!

Thank you. It seems to keeping showing up in AR when we create the proforma invoice, which we don't want it to do.   Am I doing something wrong? 

Thanks for becoming part of the Community, Ken 4 Numbers. I'd be more than happy to share some information about how invoices work.
 

When you create them, they'll show up on your Accounts Receivable (A/R) screen. Currently, there isn't a way to change which account they show up in. I can certainly understand how this ability could be useful and have submitted a suggestion about it as of today.
 

You can also submit your own feature requests while using QuickBooks.
 

Here's how:

1. Use the Gear (⚙️) icon.
2. Click Feedback.
   
3. Enter your suggestions and/or comments.
4. Hit Next.
   
5. Choose Skip and send message.
6. The available drop-down menu can be used to pick an appropriate category.
7. Select Send message.
   

Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. Requests for new features can be tracked through Intuit's Customer Feedback website.
 

I've included a useful resource about working with your A/R screen that may come in handy moving forward: Accounts Receivable Overview
 

I'll be here to help if there's any questions. Have a lovely day!