Create a pro-forma invoice
This article explains how to create a pro-forma invoice in FreeAgent.
A pro-forma invoice is a document that you can issue to a customer before you know all the details about the sale.
Please note that pro-forma invoices are created as a type of estimate in FreeAgent. Therefore, they won't affect your accounting figures until you convert them into a final invoice.
1. Select Pro-forma as the estimate type
Navigate to the 'Work' tab at the top of the screen and select 'Estimates' from the drop down menu.
If you’re creating your first estimate in FreeAgent, select ‘Create your first estimate’.
If you’ve already created your first estimate in FreeAgent, select 'Add New Estimate' in the top-right to create a new one.
Next, navigate to the Type drop-down menu and select ‘Pro-forma invoice'. Then follow the steps for creating an estimate.
2. Add your payment details
As a pro-forma invoice is created as an estimate, you’ll need to manually add your payment details so your customer knows how to pay.
You can either add your payment details as additional text or as a line item on the estimate.
Adding payment details as additional text
You can add your payment details, such as your bank account number and sort code, as additional text at the bottom of the pro-forma invoice.
To do this, select ‘Edit’ in the top-right.
Add your payment details in the ‘Additional Text’ field and select ‘Save changes’ at the bottom of the screen.
Read about how to set default text to appear on estimates. Please note that this would appear on all types of estimates, not just pro-formas.
Adding payment details as a line item
Alternatively, you can add a line item to the estimate to display your bank details.
To do this, select ‘Add Estimate Item’.
Next, select ‘Comment’ as the unit type and add your payment information in the ‘Details’ field.
Select ‘Create and Finish’ and this will make your payment details appear in the main body of the pro-forma invoice.
3. Send your pro-forma invoice
When you are happy with the pro-forma invoice, select ‘Send by email’ to send it to your customer.
4. Convert to an invoice
You would then select ‘Convert to Invoice’ to turn the pro-forma invoice into a regular invoice.
FreeAgent will then create a new invoice with all the details from your pro-forma.
Once the invoice is created, you can allocate payment to that invoice to mark it as paid.