Step-by-step guide
Pro forma invoices
Use pro forma invoice print output from estimates when customers need a formal pre-invoice document.
How to do this in CashyNest
Use the estimate print flow to share a formal pro forma invoice preview without creating a final taxable invoice too early.
Prepare the estimate
Menu path: Sidebar > Sales > Estimates
Route:/:organizationId/sales/estimates/new
- Create an estimate with the customer, item lines, pricing, and notes that should appear on the pro forma document.
- Review totals and tax visibility before sharing externally.
- Submit or finalize the estimate based on your approval setup.
Expected result: The estimate contains the same commercial details that will appear on the pro forma print view.
Print the pro forma invoice
Menu path: Sidebar > Sales > Estimates > Print options
Route:/:organizationId/sales/estimates/:estimateId/print?mode=pro-forma
- Open the estimate print view and choose the pro forma invoice option.
- Confirm the document title, customer details, line items, and notes.
- Share the generated print/PDF only after the commercial details are reviewed.
Expected result: Customers receive a formal pre-invoice document while final invoicing remains controlled separately.
Convert to final billing later
Menu path: Sidebar > Sales > Invoices
Route:/:organizationId/sales/invoices/new
- Create the final invoice only after the customer confirms the pro forma details.
- Verify invoice date, due date, GST visibility, and payment terms.
- Record payment through Payments after collection.
Expected result: Final revenue and receivable posting happens only through the invoice workflow.
Outcome to achieve
- Understand when a pro forma invoice is useful before final invoicing.
- Generate pro forma output from estimate data without duplicating document entry.
- Avoid confusing pro forma documents with final taxable invoices.
Step-by-step setup
Start from an estimate
Create the customer, item, quantity, tax, and term details as an estimate first.
- Confirm customer name, billing address, and contact details.
- Check items, prices, quantities, discounts, and notes.
- Use a document template if standard pro forma wording is needed.
Review commercial intent
A pro forma invoice is commonly used as a formal preview before the final invoice.
- Use it when the customer needs an internal approval or payment reference.
- Avoid treating it as final invoice revenue.
- Confirm your accountant’s preferred wording for regulated or tax-sensitive cases.
Print the pro forma view
Use the pro forma print option from the estimate workflow.
- Check document title, totals, and terms.
- Confirm GST details show only when relevant for the organization.
- Share the output with the customer after review.
Move to final invoice later
Create or convert to the actual invoice only when billing should be finalized.
- Do not create duplicate final invoices for the same customer acceptance.
- Use the estimate-to-invoice flow where applicable.
- Record payment only against the actual invoice when the receivable exists.
Best practices
- Keep pro forma numbering and final invoice numbering conceptually separate.
- Use clear wording so customers know the document is not the final invoice.
- Retain the original estimate as the source of the pro forma output.
Common mistakes to avoid
- Issuing a final invoice too early when a pro forma would be enough.
- Changing estimate details after sharing a pro forma without notifying the customer.
- Showing zero-tax details for non-GST organizations in a way that creates confusion.
Reports to watch
- Estimates List: track the source document status.
- Invoice List: confirm final invoices are created only when ready.
- Customer Ledger: review receivable impact after final invoicing.