Have you ever received or sent a proforma invoice but didn’t understand exactly what they were used for? They can be a bit confusing. Proforma invoices are something that many companies send, and they are even more common in industries that rely heavily on physical shipping. Not all companies need to use proforma invoices, but we’re going to outline exactly what a proforma invoice is and what situations they are best for — that way you can determine if it’s the right call for your business.
Proforma invoices are non-legally binding “pre” invoices that are used to establish the terms of an order before an actual purchase order is sent.
Pro forma is a Latin phrase meaning “as a matter of form” (1). In other words, it’s a fancy way of saying “formality” or “in good faith”. Companies use proforma invoices to send what is essentially an example invoice to a buyer. It looks like an actual invoice and has almost all the same details as a traditional invoice, but it does not mean the buyer is responsible for payment. Nor does it mean the seller needs to ship the goods.
Here’s how a proforma typically works in a sales context:
They’re often used to give people an idea of what costs to expect when placing an order. It’s easiest to think of them in their most natural form: importing and exporting.
For example, a food distributor may ask a seafood provider for 1,500 lbs of white king crab. The seafood provider would then send over a proforma invoice detailing the costs and estimatedduties associated with that. It’s understood that the final cost of the crab may change slightly depending on the taxes and duties that accrue after the proforma invoice is sent.
In this example, the food distributor may decide to only get 1,250 lbs after receiving the proforma invoice, so the crab provider adjusts the proforma to reflect those changes. Then the distributor agrees and signs the proforma invoice. At that point, the seller will now issue an official purchase order, which initiates the actual process of moving the product and shipping it to the buyer. Then, assuming the crab comes in on time and in the right condition, the buyer will pay the invoice upon receiving the crab.
This is just one example, and these steps and processes can change depending on the relationship of the business. For example, some companies may require a buyer to submit all or a portion of the purchase order invoice prior to shipping initiation, or a buyer may have a recurring order based on weight and understand that the proforma invoices will change a bit depending on the final costs that get attached to the shipment.
There is no perfect system, but you should try to make it as close to your future commercial invoice as possible. The idea is to reduce as much friction as possible between the two.
Ideally both your proforma and commercial invoices will be formatted and designed similarly, and all you have to do to make a commercial invoice proforma is literally place the phrase proforma somewhere on the invoiceand make sure there isn’t any legal language that should be reserved for the commercial invoice.It’s really that simple.
Here’s a crash list of what you can include, but remember this depends on your industry:
Again, there’s no perfect system here! Just make them close to your commercial invoices, and you’ll be fine.
Here are a few other best practices to keep in mind when creating proforma invoices.
No. These are just used to establish the terms of an order before entering a legally binding purchase contract.
If we are talking about commercial invoices, then no. Proforma invoices are not legally binding and are not counted as official sales in your accounting department.
Traditional invoices confirm a purchase or sale, whereas proforma invoices are just a way to establish the terms of the sale.
Yes, in practice. Proforma invoices are just a more detailed version of a quote since they typically include more information and are in a format close to your traditional invoice.
Estimates are just another way to say quotes or quotations, so yes — they fulfill a similar purpose.
No. Purchase orders are an official notice of an order and are the step that follows a proforma invoice. Once the purchase order is accepted, then a legally binding contract exists between the buyer and the seller.
Proformas are a great tool for many businesses. If there is any variability in what price you quote and the final cost of your product or service, then proforma invoices would be useful to you.
Proforma invoices are also good for:
If any of those sound useful to you, then the sooner you can start using them the better! Include proforma invoices as an official touchpoint in your sales process and deliver that update across your organization.
Proforma invoices are another example of tools smart business owners can use to reduce unnecessary conversations, improve sales, and ultimately increase revenues. Invoicing is an integral part of merchant services, but there are so many more ways you can cut costs while providing a better payment experience to your customers, and that’s exactly what Tidal Commerce’s merchant services do.
We like working with smart, driven business owners who want to cut costs while still offering the best payment tech and customer experience available.
Does that sound like you?
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