Proforma invoices,
done properly.
Confirm the price before you deliver. Send a branded proforma, take a deposit if you need one, and turn it into a real invoice in a single click — no re-keying, no blended currencies, no guesswork.
The basics
What is a proforma invoice?
A proforma invoice is a preliminary bill you send a buyer before a sale is finalised. It sets out the price, quantity and terms of what you'll supply so the client can approve the order — and often pay a deposit — up front.
Crucially, a proforma is not a demand for payment and doesn't record revenue. It's a commitment on paper. Once the client approves, it becomes a real (commercial) invoice — the binding request for payment that goes into your books.
Proforma invoice vs. invoice
Same look, very different job. Here's when each one applies.
| Proforma | Invoice | |
|---|---|---|
| Sent before the sale is final | ||
| A binding demand for payment | ||
| Used to confirm price, quantity & terms | Sometimes | |
| Records revenue / goes in the books | ||
| Commonly used to request a deposit | Sometimes | |
| Used for customs / import paperwork |
Reference only — a proforma is not a tax invoice. Check your local tax authority's rules on when a commercial invoice is required.
Quote → Proforma → Invoice
One clean path from estimate to paid — nothing re-typed along the way.
Quote
Optional first step — an estimate the client can accept. Accepted quotes convert straight into a proforma.
Proforma
The client-facing confirmation of price, quantity and terms. Send it, let the client approve, and set a deposit if you need one up front.
Invoice
Once approved, convert to a real invoice in one click — full amount, or a deposit invoice now and the balance invoice on delivery.
Take a deposit up front, bill the balance on delivery
Set a deposit on the proforma — a percentage of the total or a fixed amount. When the client approves, raise a deposit invoice for what's due now, then a balance invoice when you deliver.
Both invoices trace back to the same proforma, and the totals always reconcile — the deposit is credited against the balance so nothing is ever counted twice.
Everything a proforma should do
Built for businesses that quote, confirm, and get paid across borders.
Deposit & balance built in
Set a percentage or fixed deposit on the proforma. Convert it into a deposit invoice now, then raise the balance invoice when you deliver — the maths is handled and never double-counts.
Any currency
Bill in your client's currency. Proformas, invoices and reports each stay in their own currency — never blended into a meaningless total.
One-click to a real invoice
No re-keying. Every line item, tax, discount and client detail carries over from the proforma to the invoice automatically.
Your branded template
Proformas render through the same premium PDF template family you picked for invoices — consistent logo, colours and layout across every document.
Spin off a packing list
Shipping goods? Turn an approved proforma into a packing list that carries the same line items, weights and shipment details.
Clearly labelled 'Proforma'
Every proforma is unmistakably marked as not-yet-a-tax-invoice, so it never gets mistaken for a demand for payment or counted as revenue.
Proforma invoice questions
What is a proforma invoice?
A proforma invoice is a preliminary bill sent to a buyer before a sale is finalised. It confirms the price, quantity, and terms of what's being supplied so the buyer can approve the order (and often pay a deposit) — but it is not a demand for payment and doesn't record revenue the way a real invoice does.
What's the difference between a proforma invoice and an invoice?
A proforma comes first and is provisional — it says "here's what this will cost if you go ahead." A commercial invoice comes after the sale is agreed and is the binding request for payment that goes into your accounts. In BillRyt you create the proforma, the client approves it, and you convert it to a real invoice in one click.
Can I ask for a deposit on a proforma invoice?
Yes. Set a deposit as a percentage of the total or a fixed amount on the proforma. When the client approves, convert it into a deposit invoice for the amount due up front, then raise the balance invoice when you deliver. BillRyt tracks both so the totals always reconcile.
Do proforma invoices count as revenue or tax?
No. A proforma is not a tax invoice — it isn't counted in your revenue, tax reports, or outstanding balances. Only the real invoice it converts into is. This keeps your books accurate while still letting clients approve and pre-pay.
Can I use a proforma invoice for customs or importing?
Yes. Proforma invoices are widely used for customs declarations and import/export paperwork because they state the value, quantity and terms before shipment. BillRyt proformas support multi-currency and can also generate a matching packing list.
Which plan includes proforma invoices?
Proforma invoices are included on the Agency plan and above. You can create quotes, proformas, invoices and credit notes, convert between them, and manage deposits — all from one workspace.
Related pages
How an accepted quote flows through to a paid invoice.
Commercial invoices, packing lists and customs paperwork.
Team billing, client portal and recurring invoices.
Plans and what's included — proformas are on Agency and up.
Everything BillRyt does, from quotes to reporting.