Proforma invoice generator

When to send a proforma invoice

A proforma invoice looks like an invoice but is not one. It is sent before the supply, to show exactly what the buyer will be billed. Businesses use it to ask for an advance, for a buyer's purchase approval or bank payment, for opening a letter of credit, or for customs on imports. It is not entered in sales and no GST is payable on it. See proforma invoice vs tax invoice.

Filling it in

1. Your details, logo and GSTIN; the buyer's details and state.
2. A proforma number from its own series (for example PI/26-27/007) and a valid-till date.
3. Items with HSN, quantity, rate, discount and GST, exactly as they will appear on the final invoice.
4. Payment instructions: bank account in the notes, and a UPI ID if you want a payment QR printed for the total.
5. Print or save as PDF, or share a summary on WhatsApp.

Example: asking for 50% advance

A furniture maker in Jaipur supplies 10 chairs at ₹1,250 to an office in Delhi. Because the states differ, the tax is IGST.

Write the advance and balance terms in the notes. When the advance is received, a GST receipt voucher may be needed for services; for most goods, GST on advances is not payable at present. Check GST on advances received.

Mistakes to avoid

• Using the invoice series. A proforma must not take a tax invoice number; that leaves gaps or duplicates in your sales series.
• Calling it "Tax Invoice". Title it "Proforma Invoice" so the buyer does not claim credit on it.
• Changing prices on the final invoice without telling the buyer. If something changes, send a revised proforma first.
• Forgetting the validity date when prices move often.

What comes next

Once goods are supplied, issue the tax invoice with the invoice generator and adjust the advance against it. The proforma invoice format page shows a full sample. In Cashflow OS, proforma invoices are made from the phone with your logo, bank and UPI details and shared as a PDF on WhatsApp.