Sales
Proforma invoices
How the experimental QuoteNode proforma invoice module works after an offer is accepted.
Proforma invoices
The proforma invoice module is experimental during beta. Use it only after reviewing the generated document against your local legal, tax, accounting, and customer-communication requirements.
A QuoteNode proforma is an operational payment-request document created from an accepted offer snapshot. It is not a tax invoice, VAT invoice, fiscal document, or accounting-system replacement.
When to use it
Use a proforma invoice when the customer has accepted an offer and you need a formal payment request before the final invoice or delivery process.
Typical use cases:
- advance payment requests,
- deposit requests,
- internal handoff before final invoicing,
- customer-facing payment instructions tied to an accepted offer.
What it uses as the source
Proformas are generated from the accepted offer snapshot, not from the current mutable product catalog.
That means the generated document can preserve:
- customer and contact context,
- source offer number,
- accepted line items,
- totals and currency,
- payment reference,
- selected payment terms,
- bank details configured for the offer currency.
Basic workflow
- Open an accepted offer.
- Open the proforma section in the offer detail workflow.
- Choose payment terms or enter custom payment text.
- Optionally provide a supply date.
- Generate the proforma.
- Download the PDF and review it before sharing.
- Mark the proforma as paid or cancelled when the operational status changes.
Nothing is generated automatically in the background. The operator decides when a proforma should be created.
Payment terms and bank details
The proforma generator can use configured payment term presets and seller bank accounts. Bank-account selection follows the offer currency where possible.
Before sending a proforma to a customer, verify:
- the bank account,
- payment reference,
- payment due date,
- currency,
- totals,
- legal wording,
- whether the document is allowed in your jurisdiction.
Statuses
A proforma can be issued, marked as paid, or cancelled. Status changes are operational tracking only. They do not post accounting entries and do not replace an external invoicing or bookkeeping workflow.
Beta warning
Treat this module as experimental.
Do not rely on QuoteNode proformas as official tax or accounting documents unless your accountant, legal advisor, and local regulations confirm that your specific use is acceptable. Keep your accounting system as the source of truth for final invoices and fiscal records.