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Proforma Invoice - Ability to apply part payments before converting to invoices

Ability to create a separate proforma invoice function which allows you to make part payments against the proforma invoice, before being able to convert it to a sales invoice.

Purpose: Users can easily manage part payments before sending their sales invoices to their contacts.

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AdminXero Team (Admin, Xero) shared this idea  ·   ·  Report…  ·  Admin →
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  • Darren Barson commented  ·   ·  Report

    I think there is a workaround using the Quote functionality in Xero that we use at StratFin.uk

    1. Create a PROFORMA invoice branding theme

    2. rename the QUOTE template as 'PRO FORMA INVOICE'

    3. Create a quote as you would ordinarily and select the 'PRO FORMA INVOICE' theme

    4. Send the Pro-Forma invoice via Xero using the quote functionality (you can change the reference to 'PFI 0000' if you want here

    5. When the customer pays, issue an invoice from the quote as you would normally including the tax and other information

    6. The receipt can then be reconciled against the tax invoice and dated the date of the receipt

    7. email the invoice to the customer for their records

  • Anthony Guest commented  ·   ·  Report

    pro Formas are a standard part of running a company - I can't believe this is not a default option

  • Ghalib Khan commented  ·   ·  Report

    Good afternoon

    We are a liquid manufacturer and require the use of proformas to send to the client to pay before the goods are shipped then for this to be invoiced once the goods are shipped

    I have checked some articles but the way to do this is to create a template to which we name is pro forma, and code this to a separate code in the balance sheet (name it Pro forma deposits or something similar). Once we have confirmation the goods have been shipped, we have to manually put on a credit to go against the same account code in the balance sheet for us then to re invoice the client.

    I contacted Xero support who have advised there is nothing in the system at the moment to adhere to this or to make the process simpler. Was wondering if this can have some sort of adaptation to the current system to help with pro forma invoicing. Ideally for both Purchase ledger and sales ledger. Current situation i am referring to is to do with Sales ledger

    Happy to discuss further if you wish to contact me

  • Andrew Monk commented  ·   ·  Report

    It is a real problem that Xero does not have Proforma invoicing. Post Brexit our EU customers often need a ProForma invoice with customs details before they can set us up as a supplier. I can create a quote and change the title to ProForma, but that then doesn't include payment details, which is a barrier to sales. I can create an Invoice and change the title to ProForma Invoice, but that messes up the P&L if the customer does not order. I know lots of people have requested this in the past, but I can't find that thread. Please help, this is a real problem.

  • Jean Marc Zanni commented  ·   ·  Report

    They are other ideas around the same variation. We require downpayment on a purchase order. It is a % of the total order. We have no easy means beside cheating the qty or unit price then reconcilation is a bear.
    You have a mean to record a down payment on a project. But how do you invoice it? Many of our customer require a paper trail before sending money.

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