New Invoicing - Pro forma
Add a Pro‑Forma Invoice option to Quotes and Invoices.
Rationale: Many accountants and businesses must include issued invoices in year‑end accounts even when payment is not guaranteed.
A Pro‑Forma Invoice option would clearly distinguish non‑binding estimates from recognised billing, reducing accounting confusion and audit risk for clients. It would streamline workflows for firms that handle large numbers of contingent or advance quotes, improve accuracy in reporting, and make Xero more attractive to businesses seeking clearer revenue treatment—likely bringing new clients to the platform.
Alison Callow
shared this idea
Hey Team, thanks for sharing this idea but right now Xero doesn’t have a dedicated pro‑forma invoice document type in Quotes or Invoices. We are moving this to Gaining Support so others can Vote and Comment.
The main workaround is to use a Quote as your pro‑forma (with wording like “Pro‑forma invoice – not a tax invoice” in the template), then convert the quote to an invoice only once the amount is confirmed and you’re ready for it to hit your accounts.
You can find more detail on how pro‑forma invoices work in our guide:
What is a pro forma invoice? – https://www.xero.com/nz/guides/what-is-a-proforma-invoice/
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Alison Callow
commented
Hi,
I have several potential clients who need the option to issue both quotes and pro forma invoices. While I'm aware that it's possible to rename quotes as pro forma invoices, that isn't a suitable solution because we need both document types available.
The lack of a dedicated pro forma option is having a direct impact on both my clients' businesses and my own.
If I were asked to identify the biggest drawback of using Xero, it would be the absence of a proper pro forma invoice feature. Adding this functionality would make a significant difference for businesses that rely on both quotes and pro forma invoices as part of their sales process.
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Robert Thompson
commented
It is great that Xero is starting to 'consider' this basic requirement, and more generally proforma invoicing, for manufacturing businesses.
I can only support the recent community feedback that Xero should prioritise this.For my business, we are close to reaching the point where we will need to consider switching providers and at that point there will not be any pressure to return to Xero!
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Ben Adamson
commented
Similarly, my client wants a pro-forma invoice in order to set me up as a client. The PFI will be for 100% of project value, but nothing will be paid against this. As work progresses, I will issue further invoices for actual payment. I guess I could issue the PFI and then do a credit note for same amount, so it doesn't mess up my accounts, but is there an easier way?