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Pro forma Invoicing - Automatically match with the same code in Balance sheet

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

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Ghalib Khan shared this idea  ·   ·  Report…  ·  Admin →
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  • Geoffrey Rae commented  ·   ·  Report

    Really, all the people asking and still no pro forma yet. You seem to keep updating and changing things yet this request from many people for many years has still not addressed.

  • Aleshia Rex commented  ·   ·  Report

    Agreed, Pro Forma should be an option. I feel it should be under the save option - "Save as Pro Forma"
    Its not good enough to come up with a "work around" to use a standard business function - if a business already uses Quotes as part of their invoicing process you can't even use the below work around and have to use the Draft invoice status to make a pro forma.
    Seems like such a small middle step between quote and invoice.

  • 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