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Guide to Pro Forma Invoice
Use a pro forma invoice to increase timely paymentsYou can send the pro forma invoice ahead of the order or with the shipment to serve as verification of the contents. Customers will not make their payment from the pro forma invoice, but it supplies itemization of orders before payment is due. There are many options for incorporating pro forma invoice information into a businesses' shipment documentation. Consider the following:
1. Learn what information to include in your invoices;
2. Find a template for a pro forma invoice online;
3. Purchase software to customize pro forma information for your business.
Action Steps
The best contacts and resources to help you get it done
Find pro forma invoice information online
The Internet offers many examples of a pro forma invoice that can inform you on what to include and supply design ideas.
I recommend:
Unz & Co. specializes in information and materials needed for international trade. The sample pro forma invoice on the company's site includes item description, price and terms of payment. Air Seven Seas is a freight transport company that also provides a sample invoice. This one is generic and includes instructions to help you tailor the form to your company's needs.
Download a template from a pro forma invoice provider
Templates allow you to input your businesses information in a pre-designed format. Saving the template on your hard drive will make it easy to create new invoices for each shipment.
I recommend:
Docstoc is an online source of free documents for professionals in the legal and business fields and other areas. The documents are available in several formats, including MS Word and PDF. Microsoft Office Online is another option for free template downloads. Microsoft offers invoices in a variety of colors and styles in both Word and Excel.
Choose pro forma invoice software that fits the needs of your company
Invoice software options range from free online services to modestly priced programs that allow business owners to customize the layout of the invoice. Some programs even work with compatible bookkeeping software to integrate business functions.
I recommend:
Business-in-a-Box offers free demos for all of the documents featured in its program. The software is compatible with both PC or Mac platforms. Billing Manager is free software from Intuit (QuickBooks) that allows you to create custom invoices, keep track of your customers, and monitor payments. While the company hopes using Bill Manager will entice you to purchase access to their QuickBooks Merchant Service software, it is not a requirement to use the invoice service.
Tips & Tactics
Helpful advice for making the most of this Guide- Don't have time to manage your pro forma invoice list? Find an online provider that will send out invoices you create to your clients via e-mail or standard mail for a fee per invoice or monthly unlimited service rate.
