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How to create a proforma invoice?
How to create a proforma invoice?
Updated over 5 months ago

For a detailed explanation of how to create and fiscalize the final invoice, see here.

A proforma invoice is a document that is issued before the realized turnover and before the advance payment for future turnover is received. You can issue a proforma invoice to the guest, as a basis for payment, of which the guest will have a guaranteed accommodation reservation in your property.

Creating a proforma invoice is very easy. You can create a proforma invoice or any other type of invoice directly from the desired reservation or manually, unrelated to any reservation in the system.

  • Creating proforma invoice directly from the reservation:

You need to click on the button to create an invoice in the desired reservation, which is located in the lower right corner of the reservation window.

When the invoice window opens, in the upper left corner, in the "Type" field, select Proforma invoice from the drop-down menu.

In the "Client" field, check whether all the data have been entered correctly. If you want to issue a proforma invoice to a legal entity, move the slider to the legal entity option, and enter the corresponding TIN. In the lower part of the proforma invoice, all services from that reservation will be listed, as well as the final amount.

Furthermore, on the proforma invoice, you can choose the type of variation (percentage or fixed amount) and enter the amount (for example, you need the client to pay you 30% of the amount, as a reservation guarantee), and the system will calculate the amount required for the payment and enter it in the field "Amount to pay".

Finally, you need to click the "Confirm" button to finish creating the proforma invoice.

In the lower part of the created proforma invoice, you can find the following options: to print this proforma invoice, export it to excel or send it to the guest by e-mail.

Note: (only for fiscalization in Serbia) The proforma invoice is not kept as a fiscal invoice, and therefore is not subject to VAT, so it is not necessary to separately fiscalize it by clicking on the fiscal button.

For any doubts regarding the need to issue proforma invoices, invoices or advance invoices, as well as their fiscalization, please, contact your accountant.

  • Creating a proforma invoice manually, from the "Invoices" menu

If you do not have a reservation entered in the system or you issue a proforma invoice for services unrelated to the reservation, you can create the proforma invoice manually, through the Invoices menu, located on the right side of the application.

Clicking on the "Invoices" option, opens the form for creating an account.

The process of creating a proforma invoice is still the same as through a reservation, you choose the type of document Proforma invoice, enter the client's data, whether it is a individual or a legal entity.

The only difference is that you have to enter the services in the proforma invoice manually. You do this by clicking on the "plus" icon, for each service category individually.

You must fill in all fields, name, quantity, price, tax rate (it is very important that you choose the correct tax rates). By clicking on plus, you add as many services as you want to be included in the proforma invoice. When you have finished adding the services, click on the "Confirm" button, in order to complete the creation of the invoice and to be able to print it, export it to excel or send it to the client by e-mail.

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