Introduction to SKYBIZ Proforma Invoice

A proforma invoice is a preliminary or estimated invoice sent by a seller to a buyer before the actual sale takes place. It outlines the details of a proposed transaction, including the description of goods or services, quantities, prices, terms, and expected delivery or payment conditions. Unlike a commercial invoice, a proforma invoice is not a demand for payment or a final accounting document—it is issued for informational purposes only. In accounting and international trade, proforma invoices are often used to declare the value of goods for customs, provide pricing estimates, or obtain approvals before issuing a formal sales invoice.

How to Create a Proforma Invoice?

Step 1: To create a proforma invoice, navigate to Sales > Proforma Invoice

Step 2: Fill in all fields with your customer information

Step 3: Select the item type, then add all kinds of inventory items/miscellaneous/GL that you want to add:

• The Item = All general or standard inventory items. Basically, for every product that has stock.
• The Miscellaneous = All non-Inventory Items such as labour charges, transport charges, project services, and more.
• The Bundling =  All bundling items that you have created.
• The G/L Code = Retrieve preset from the chart of accounts code.

Step 4 (optional): If you want to retrieve the outstanding quotation and sales order to the proforma invoice, click the Outstanding button. On the List of Outstanding screen, select the Transaction Type and the document date period. Click the Refresh Button to show all outstanding documents you chose, then tick the outstanding checkbox you want to retrieve. Click the Use button to retrieve the outstanding document to the proforma invoice.

Step 5: On the bottom right, click the Save button to create your proforma invoice, or click the Save and Print button to create and print your new proforma invoice simultaneously.

Conclusion

In conclusion, a proforma invoice is a valuable tool used to communicate the details of a proposed transaction before it becomes final. While it is not a binding document or a request for payment, it plays an important role in setting expectations, facilitating internal approvals, and supporting processes like budgeting and customs clearance. By providing a clear preview of the goods, pricing, and terms, the proforma invoice helps ensure transparency and smoother coordination between buyers and sellers.

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