Proforma Invoice

Updated at September 15th, 2026

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Table of Contents

1. What is a Proforma Invoice? 2. How to handle a Proforma Invoice? Draft Invoice Send (or Mark as Sent) the invoice to the customer Provision an invoice Add payment to the invoice (to mark it as Paid) 1. Auto-allocate: 2. Manual-allocate: NOTES Void an invoice

1. What is a Proforma Invoice?

A proforma invoice is a preliminary bill of sale that send to buyers before service provision. As a result, items in Pro-forma invoices are not considered as revenue, and therefore can be freely changed as required.

2. How to handle a Proforma Invoice?

Click + Create invoice in the top-right corner of the Invoices tab.
Select Proforma in the modal popup and click Continue.
Input an invoice title in the Name field.
Click Billing to, search for, and select the client organization.
Enter recipient email addresses under Recipients and click Add (click the x on any tag to remove default emails).
Click Select product under Item & Description.
Choose the product category, select the sub-product, select the billing sales model, and click Add.
Click + Add a new line to add subsequent items or numbers as needed.
Verify line items, pricing, quantity, and tax calculated at the bottom right.
Click Create invoice to finalize and save the draft.

Draft Invoice

You can do one the below options:

Edit
Send
Mark as Sent
Copy
Delete

Send (or Mark as Sent) the invoice to the customer

Once you send or mark as sent the draft invoice:

1. The status will change from Draft to Proforma

2. The Actions list will update as below:

Provision: Provision the invoice to change Servuce Status to Completed
Payments: Add payment and its reference to the invoice
Edit
Resend
Download
History
Duplicate
Void

Provision an invoice

The invoice app only supports 2 types of provisioning:

Subscription/order purchase
Subscription extension

Subscription add-on addition is not supported as the charge varies depending on the provision date.
Subscription renewal is also not supported as it is similar to subscription extension, albeit with alignment, whose charge varies depending on provision month.

How to provision an invoice:

Select the appropriate invoice that you would like to provision
Click the 3 dots icon
Choose Provision
- A proforma invoice must be provisioned in its entirety, or fail entirely.
- There will be a validity check to ensure that all of the items in an invoice can be provisioned. The check will also give suggestions to resolve invalid items.
- A Pro-forma Invoice can only be provisioned if all of the following are satisfied:
  - All items pass the validity check.
  - The invoice is fully paid with manual payment or has enough credit to cover the unpaid amount of the invoice.
Once finish checking, click Provision

Additional:

The invoice app will automatically provision all the items by calling the appropriate modules (Subscription, Order). There are some actions that users still need to do manually, such as assigning a number to a subscription with a number add-on.

After the Pro-forma invoice is provisioned, it will be converted to a Tax invoice. At this point, the invoice will behave as it would previously: no edit/void allowed.

Add payment to the invoice (to mark it as Paid)

There are 2 different methods to add a payment to an invoice to mark it paid:

1. Auto-allocate:

The invoice will be paid automatically when it is provisioned by the customer's remaining credits.
- This is the default payment of tax invoices whether their status is:
  - Provisioned & Awaiting payment
  - Provisioned & Partially paid
- The invoice will be fully paid automatically when the customer tops up or when using the customer's remaining credits.
- Auto-allocated payments can be removed.
In case you have multiple invoices of this type, when you perform a top-up, the payments will be allocated to those invoices randomly, from oldest to latest.
If you do not want the incoming payment to be assigned randomly, you can Disable this auto mode and manually allocate the payment to an invoice.

2. Manual-allocate:

This option happens when you disable the auto-allocation mode

Manual-allocated payment can be removed.

How to allocate a payment manually:

You need to add a payment to the customer account from Payment Tab .
Allocate the payment to the appropriate invoice(s):
1. Select the appropriate invoice
2. Click on 3 dots icon
3. Choose Payments
4. Select the appropriate payment to allocate
5. Allocate

NOTES

Payment can be removed from an invoice.
If the proforma invoice is provisioned by Invoice Tab and becomes a tax invoice, the payment still can be removed.
Proforma invoice that needs to be allocated payment must be sent/marked as sent already.

Void an invoice

A Pro-forma invoice can be voided, no sending Credit Note is needed.

invoicing billing

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