Proforma Invoice

📌 What is a Proforma Invoice?

A Proforma Invoice is a preliminary version of the final invoice that can be shared with clients before officially generating the final invoice. It does not create any tax liability or get included in accounting calculations. Once approved, it can be finalized to become a legal invoice.

Real World Scenario: Let’s say your team just closed a deal, but you aren’t ready to raise a final invoice yet. You want to share estimated costs with your client — a heads-up about what the invoice will look like, without triggering any tax liability. That’s exactly where Proforma Invoices come into play.

🧭 How to Access Proforma Invoice Module

Navigate to the Billing menu from the main sidebar.
Click on Proforma Invoice under Billing.
You will see a list of all existing Proforma Invoices in a table format.

You’ll land on a list of all Proforma Invoices ever created. Each entry shows basic details and actions you can take — view, edit, finalize, or delete.

🟩 How to Create a New Proforma Invoice

Click the Add button (green) at the top to open the Proforma Invoice creation form.

🔧 Form Fields & Descriptions:

Field	Description
Project (Dropdown)	Select the project for which the invoice is being created. Once selected, it auto-fills client information in the background.
Invoice Date (Date Picker)	Must be equal to or later than the date of the last created invoice.
Due Date (Date Picker)	Must be a date after the Invoice Date. Represents when payment is expected.

➕ Add Billing Items

Click the Add Billing Item button to insert rows into the invoice.

For Each Billing Item, Fill the Following:

Field	Description
#	Auto-generated sequence number.
Type (Dropdown)	Choose from: `New Item` or `From Catalog`. Catalog items are pre-defined products or packages.
Title	Description of the billing item (e.g., Web Design Package). If you have choosen Catalog from Type dropdown this field also show dropdown so you can choose any item already added in catalog module as billed item.
HSN Code	Enter GST-compliant HSN/SAC code.
Quantity	Number of units (e.g., 2).
Price per Unit	Base cost of one unit before taxes.
Net Amount	Auto-calculated: Quantity × Price per Unit.
CGST	Enter applicable Central GST amount manually.
SGST	Enter applicable State GST amount manually.
IGST	Enter applicable Integrated GST amount manually.
Total	Auto-calculated: Net Amount + All GSTs.

💡 You can add multiple items in the same invoice by clicking “Add Billing Item” again.
💡 To remove a row, click the red Remove button at the end of that row.

📂 Other Fields (Optional)

Field	Description
Documents	Attach Word, PDF, or media files for reference.
Notes	Write special terms, payment instructions, or internal remarks.

🧾 Invoice Summary

After adding billing items:

Section	Description
Billing Items Total	Sum of Net Amounts for all items.
Total Tax	Combined CGST, SGST, and IGST across items.
Grand Total	Final amount: Items + Tax. Displayed prominently.

🖱️ Action Buttons in Create/Edit View

Button	Action
🟩 Save	Validates all fields, checks date conditions, and saves the Proforma Invoice.
🟥 Close	Discards all data entered and exits the form.
🟥 Delete (in Edit mode)	Permanently deletes the Proforma Invoice. Cannot be undone.

Once saved:
The Proforma Invoice appears in the list
You can view it in a printable format
You can download it as PDF
The system automatically emails it to the client