Professional proforma invoices in seconds
Create detailed proforma invoices for international trade, advance payments, and customs declarations. Convert to final invoices with one click.
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Proforma invoices vs final invoices
Understand the key differences and when to use each document type
Proforma Invoice
- Non-binding estimate, not a demand for payment
- Used before goods are shipped or services delivered
- Required for customs declarations in international trade
- Can be modified without affecting your accounting records
Final Invoice
- Legally binding document that requests payment
- Issued after goods are delivered or services rendered
- Must comply with tax regulations (VAT, Verifactu)
- Recorded in your accounting and affects your tax filings
Key features for proforma invoicing
Everything you need to create, manage, and convert proforma invoices
Professional templates
Choose from customisable proforma templates with your logo, colours, and payment terms pre-filled.
One-click conversion
Convert any accepted proforma into a final invoice instantly: all line items, taxes, and client details transfer automatically.
Separate numbering
Proformas use their own numbering sequence, keeping your official invoice numbering clean and compliant.
Tax calculation
Automatic VAT and withholding tax calculation based on your client's location and applicable regulations.
Custom branding
Add your logo, brand colours, and custom fields to create proformas that reflect your business identity.
Email delivery
Send proformas directly from Holded via email with PDF attachment. Track when clients open and view them.
Streamline your pre-sales workflow
70%
Faster quote-to-invoice cycle
3x
More proformas processed monthly
0
Manual data entry errors
Common use cases for proforma invoices
See how businesses use proformas across different scenarios
International trade
Provide buyers and customs authorities with detailed cost breakdowns before shipping goods across borders.
Advance payments
Request upfront deposits or partial payments before starting work on large projects or custom orders.
Customs declarations
Generate proformas that meet customs documentation requirements with HS codes, country of origin, and shipping details.
Other invoicing features you might like
Explore more ways Holded can streamline your invoicing.
Recurring Invoices
Automate your billing cycle with scheduled invoices. Set it once and get paid on autopilot: weekly, monthly, or yearly.
Learn moreQuotes & Estimates
Create professional proposals that win clients. Track approvals and convert accepted quotes to invoices with one click.
Learn moreCredit Notes
Issue credit notes to correct or cancel invoices. Keep your accounting clean with automatic balance adjustments.
Learn moreFrequently asked questions about proforma invoices
No. A proforma invoice is a preliminary document that outlines the expected costs and terms of a transaction. It is not a demand for payment and does not have legal accounting significance. It becomes binding only when converted to a final invoice.
Use a proforma when your client needs a formal document for customs, import licences, or advance payment processing. Proformas look like invoices and carry more weight in international trade, while quotes are better suited for domestic negotiations.
Yes. In Holded, you can convert any proforma to a final invoice with one click. All details, line items, taxes, client information, are transferred automatically. The final invoice gets its own official number.
Proformas are not legally required to follow official invoice numbering. Holded uses a separate numbering sequence for proformas, keeping them organised without affecting your official invoice series.
Yes. You can include VAT, withholding taxes, and any other applicable taxes on your proformas. Holded calculates them automatically based on your settings and the client's tax profile.