{"id":1300,"date":"2023-05-18T00:00:00","date_gmt":"2023-05-18T00:00:00","guid":{"rendered":"https:\/\/www.simplybusiness.co.uk\/knowledge\/articles\/what-is-a-proforma-invoice\/"},"modified":"2025-05-22T13:14:34","modified_gmt":"2025-05-22T13:14:34","slug":"what-is-a-proforma-invoice","status":"publish","type":"knowledge","link":"https:\/\/www.simplybusiness.co.uk\/knowledge\/cash-flow\/what-is-a-proforma-invoice\/","title":{"rendered":"Proforma invoice: when should small businesses use them?"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Running a business comes with many challenges, not least managing the accounts and payment for your goods and services. A proforma invoice is a way to ease the transactions between you and your customers and suppliers. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This article explains the differences between a proforma invoice and an invoice, when you might use one, and how it can help you run your business. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-a-proforma-invoice\">What is a proforma invoice? <\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Think of a proforma invoice as a type of quote, it\u2019s not legally binding but instead gives your customer a more accurate picture of what\u2019s going to be delivered. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">An invoice is issued after the delivery of goods or services. On the other hand, a proforma invoice is issued before. It includes most of the same information as a regular invoice but has a few minor differences. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-when-should-you-use-a-proforma-invoice\">When should you use a proforma invoice?<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Usually proforma invoices are used to provide a customer with a detailed overview of a purchase and its final cost before they commit to buying.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Quotes are typically sent in the early stages of a sale and are rough estimates, while proforma invoices are more accurate costings that are sent just before the purchase.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">For example, a builder gets a request from a customer for an extension on their house and quotes a price. Before the builder begins the work, they send a proforma invoice to agree on the final price. When the work is complete, they send the final invoice. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Small businesses can use proforma invoices when they start working with a new supplier. It can introduce elements of your process to them like your payment terms and pricing. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-proforma-invoices-for-international-trade\">Proforma invoices for international trade<\/h3>\n\n\n\n<div id=\"nba-body-001\">\n<\/div>\n\n<p class=\"wp-block-paragraph\">If you\u2019re <a href=\"\/knowledge\/retail\/best-uk-courier-a-small-business-guide\/\" data-type=\"knowledge\" data-id=\"1348\" >regularly shipping your products<\/a> internationally, a proforma invoice can be useful for many reasons. Because of the complex logistics involved in international shipping, having key pieces of information in one document can help things run smoothly. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Proforma invoices provide shipping agents, <a href=\"\/knowledge\/retail\/\" data-type=\"knowledge\" data-id=\"988\" >freight forwarders<\/a>, and carriers with details they need to know like the shipping addresses and terms.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It also informs customs workers of the contents, price, and country of origin of the order \u2013 which is crucial for them to process the delivery.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">There are different laws regarding imports and exports in every country. Making this information easily accessible means you can reduce the risk of fines or delivery delays.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-requesting-a-proforma-invoice\">Requesting a proforma invoice <\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">As well as sending them to customers, you can also request them from suppliers. There are things you can learn about their process and expectations from a proforma invoice, for example: <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"wp-block-list-item\">cost estimation \u2013 you can better understand how much the final price will be, taking into account any additional charges <\/li>\n\n\n\n<li class=\"wp-block-list-item\">terms and conditions  \u2013 a proforma invoice includes details like payment terms and delivery timelines that you wouldn\u2019t know until purchase <\/li>\n\n\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/income\/how-to-budget-calculator-and-guide-for-the-self-employed\/\" data-type=\"knowledge\" data-id=\"956\" >budgeting<\/a> \u2013 getting a better sense of the cost before committing to buying can help you stay within budget and have a more accurate <a href=\"\/knowledge\/cash-flow\/what-is-a-cash-flow-forecast\/\" data-type=\"knowledge\" data-id=\"972\" >cash flow forecast<\/a><\/li>\n\n\n\n<li class=\"wp-block-list-item\">comparison with other suppliers \u2013 if you\u2019re trying to decide between potential suppliers, you can use a proforma invoice to get a more precise comparison of price and payment terms<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-write-a-proforma-invoice\">How to write a proforma invoice <\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">A proforma invoice is almost the same as a regular invoice but with a couple of small differences. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Like a <a href=\"\/knowledge\/cash-flow\/how-to-write-an-invoice\/\" data-type=\"knowledge\" data-id=\"1461\" >regular invoice<\/a>, your proforma should have: <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"wp-block-list-item\">a unique invoice number<\/li>\n\n\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/starting-out\/how-to-register-a-business-name-uk\/\" data-type=\"knowledge\" data-id=\"1129\" >company name<\/a>, address and contact details<\/li>\n\n\n\n<li class=\"wp-block-list-item\">your customer\u2019s name and address<\/li>\n\n\n\n<li class=\"wp-block-list-item\">date the invoice was issued <\/li>\n\n\n\n<li class=\"wp-block-list-item\">the due date for payment<\/li>\n\n\n\n<li class=\"wp-block-list-item\">a summary of the goods<\/li>\n\n\n\n<li class=\"wp-block-list-item\">how long the price will be valid<\/li>\n\n\n\n<li class=\"wp-block-list-item\">a link to your terms or conditions<\/li>\n\n\n\n<li class=\"wp-block-list-item\">your payment terms (it\u2019s worth giving them instructions on how they\u2019ll pay even if they\u2019re not ready to purchase)<\/li>\n\n\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/business-tax\/vat-registration-threshold-small-business-guide\/\" data-type=\"knowledge\" data-id=\"1556\" >VAT<\/a> (you should still show the VAT amount is expected to be)<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">But two features that are important to include on a proforma that won\u2019t be on a regular invoice are: <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"wp-block-list-item\">the term \u2018proforma invoice\u2019 where you would usually write invoice<\/li>\n\n\n\n<li class=\"wp-block-list-item\">\n<p class=\"wp-block-paragraph\">the phrase \u2018this is not a tax invoice\u2019 so both parties don\u2019t accidentally include it in their <a href=\"\/knowledge\/business-tax\/self-employed-tax-changes\/\" data-type=\"knowledge\" data-id=\"1514\" >tax return<\/a><\/p>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">If you use an <a href=\"\/knowledge\/business-tax\/best-small-business-accounting-software-uk\/\" data-type=\"knowledge\" data-id=\"1262\" >accounting software provider<\/a> (we\u2019ve listed some of the best-rated) then you can use a proforma invoice template to make things simple. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-the-benefits-of-a-proforma-invoice-for-smes\">The benefits of a proforma invoice for SMEs <\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">There are benefits for small businesses to send and receive proforma invoices. When you send someone a proforma invoice, you&#8217;re giving them a clear indication of how much your services will cost, your delivery schedule, and your payment terms. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">It can bring clarity to your process so that by the time the transaction is complete, your customer knows exactly what to expect. <\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And this works both ways. Requesting a proforma invoice from someone else can give you all the information you need to confidently complete the sale. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-more-useful-guides-for-small-businesses\">More useful guides for small businesses<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/cash-flow\/how-to-avoid-chargebacks\/\" data-type=\"knowledge\" data-id=\"1283\" >How can businesses avoid chargebacks?<\/a><\/li>\n\n\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/funding\/small-business-funding-and-investment\/\" data-type=\"knowledge\" data-id=\"18378\" >Credit control \u2013 how to protect your finances<\/a><\/li>\n\n\n\n<li class=\"wp-block-list-item\"><a href=\"\/knowledge\/banking\/best-business-savings-accounts\/\" data-type=\"knowledge\" data-id=\"1273\" >Best business savings account<\/a><\/li>\n\n\n\n<li class=\"wp-block-list-item\"><a href=\"https:\/\/www.simplybusiness.co.uk\/business-insurance\/\" data-type=\"page\" data-id=\"5152\" >How much is business insurance?<\/a> <\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Is there anything else you want to know about issuing a proforma invoice? Let us know in the comments below.<\/strong> <\/p>\n\n\n\n<div class=\"wp-block-group has-azure-200-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-94e519ba wp-block-group-is-layout-constrained\" style=\"padding-top:var(--wp--preset--spacing--80);padding-right:var(--wp--preset--spacing--40);padding-bottom:var(--wp--preset--spacing--80);padding-left:var(--wp--preset--spacing--40)\">\n<h3 class=\"wp-block-heading has-text-align-center\" id=\"h-are-you-protecting-your-business\">Are you protecting your business?<\/h3>\n\n\n\n<p class=\"has-text-align-center wp-block-paragraph\">As the UK&#8217;s biggest <a href=\"https:\/\/www.simplybusiness.co.uk\/business-insurance\/public-liability-insurance\/\">business insurance<\/a> provider, we understand the importance of protecting your interests. Why not take a look now and build a quick, tailored <a href=\"https:\/\/www.simplybusiness.co.uk\/business-insurance\/professional-indemnity-insurance\/\">business insurance<\/a> quote?<\/p>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-a89b3969 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/quote.simplybusiness.co.uk\/business\">Start your quote<\/a><\/div>\n<\/div>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><em>fizkes\/stock.adobe.com<\/em><\/p>\n\n<div id=\"nba-body-end\">\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>A proforma invoice can be a useful document for small business owners to send and receive \u2013 but how and why should you use one?<\/p>\n","protected":false},"author":3,"featured_media":3241,"comment_status":"open","ping_status":"closed","template":"","meta":{"sb_hreflang":"","sb_hreflang_url":"","disable_breadcrumbs":false,"sb_breadcrumbs":[],"sb_reviewed_by":"","sb_review_date":"","sb_enable_content_gating":true,"footnotes":""},"categories":[350,330,336,110],"hidden-category":[],"coauthors":[33],"class_list":["post-1300","knowledge","type-knowledge","status-publish","has-post-thumbnail","hentry","category-cash-flow","category-funding","category-business-structure","category-business-news"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.2 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Proforma invoice: when should small businesses use them?<\/title>\n<meta name=\"description\" content=\"A proforma invoice can be a useful document for small business owners to send and receive \u2013 but how and why should you use one?\" \/>\n<meta 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