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Then, prepare the final invoice and deliver it promptly to the customer.3. Remember to record any changes in costs or quantities. Once the ProForma Invoice has been delivered and an agreement is achieved, you can send goods. Speak to the customer and ensure agreement on all terms. Submit the invoice when ready, and make sure to express that it is the ProForma, not the final version. It may be wise to highlight particular elements that are most likely to change. Describe Each Preliminary ChargeĬomplete the invoice by filling out these preliminary quantities and costs. Review the order in detail and calculate the total preliminary costs. The payment due date and any penalties for late payment.The estimated subtotal due, estimated taxes due, and estimated total due.An itemized list of all items and their costs.The name, address, and phone number of both buyer and seller.The ProForma invoice should be basically indistinguishable from a standard one, with the caveat that its figures are subject to change.

However, since this document is not necessarily in final form, shipping costs, taxes, and other details may be subject to change.īusinesses use ProForma invoices as written estimates that can help with bookkeeping and customs processing and can serve as the basis for hammering out a final agreement between buyer and seller – so invoices should always be prepared in good faith and delivered promptly. Like any other invoice, this one should contain an itemized list of items and costs. A proForma invoice is a preliminary record of sale that serves as a stand-in until transaction details are finalized.

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