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How to create and manage Pro Forma invoices

Learn how to create, edit, issue, and manage Pro Forma invoices in Amenitiz, including their statuses, rules, and limitations before issuing a fiscal invoice.

R
Written by Raquel Muzquiz
Updated today

Overview

This article explains how Pro Forma invoices work in Amenitiz and how to manage them correctly.

Pro Forma invoices allow you to prepare and share a non-fiscal document before issuing a final invoice. They follow specific compliance rules, which define how they can be saved, edited, sent, or issued.

This article is useful if you need to:

  • Prepare a non-fiscal invoice before finalising a sale

  • Issue a fiscal invoice from a Pro Forma

  • Know what happens when a Pro Forma is edited, cancelled, or invoiced

How to create a Pro Forma invoice

Step-by-step instructions

  1. Go to Invoices → Pro Forma Invoices.

  2. Click + New.

  3. Select the client, language, and company.

  4. Confirm to open the Pro Forma editor.

  5. Add or review the invoice details.

  6. Click Save to finalise the Pro Forma.

Once saved, the Pro Forma:

  • Receives a unique, chronological number

  • Is digitally signed and archived

  • Appears in the Pro Forma invoices list

How to edit a saved Pro Forma invoice

To make changes in a ProForma invoice:

  1. Open the saved Pro Forma invoice.

  2. Click Edit.

  3. Make the required changes.

  4. Click Finish editing.

📌 Notes: What happens:

  • The original Pro Forma becomes Voided.

  • A new Pro Forma is created with a new sequential number.

  • The new Pro Forma becomes the active and valid document.

This ensures you always work with the most up-to-date version while keeping previous records intact.

How to issue a fiscal invoice from a Pro Forma

Issuing an invoice is the step where the Pro Forma is replaced by a fiscal document.

  1. Open a Pro Forma invoice with status Saved.

  2. Click Issue invoice.

Once the invoice is issued:

  • A fiscal invoice is created.

  • The Pro Forma status changes to Invoiced.

  • The fiscal invoice becomes the official document for accounting and payments.

📌 Note: The Pro Forma remains available for reference but is no longer used for billing actions, as it no longer represents the current billing situation.

How to download or send a Pro Forma invoice

You can download or send a Pro Forma invoice while it is the active document for the related bill.

  1. Open a Pro Forma invoice with status Saved.

  2. Click Download PDF or Send.

If a Pro Forma is no longer available for download or sending, it means that:

  • A newer Pro Forma has been created, or

  • A fiscal invoice has already been issued

In both cases, the Pro Forma no longer represents the current billing situation. You should use the latest Pro Forma or the issued invoice instead.

Understand Pro Forma invoice statuses

Pro Forma invoices can have the following statuses:

  • Saved

    • The Pro Forma is finalised and compliant.

    • It is the active document and can be viewed, sent, downloaded, edited (by creating a new version), or issued as an invoice.

  • Voided

    • The Pro Forma is no longer the active version.

    • This usually happens when a newer Pro Forma is created or when billing details change.

    • It remains available for reference.

  • Invoiced

    • A fiscal invoice has been issued from this Pro Forma.

    • The Pro Forma remains available for record purposes, while the invoice becomes the document to use for accounting and payments.

Rules to be aware of

  • Only one valid Pro Forma can exist per bill at a time.

  • Editing a Pro Forma always creates a new copy.

  • If client or company details change, the existing Pro Forma becomes voided and a new one is created to reflect the updated details.

  • Once an invoice is issued, related Pro Formas are kept for reference, while the invoice becomes the document to manage billing and accounting.

FAQs

What is a Pro Forma invoice used for?

A Pro Forma invoice is a non-fiscal document used to present or confirm sale conditions before issuing a final invoice.

Can I delete a Pro Forma invoice?

No. Once saved, Pro Forma invoices cannot be deleted. They can only become voided through system actions.

Why can’t I download or send a Pro Forma?

Only Pro Forma invoices with status Saved can be downloaded or sent. Voided or Invoiced Pro Formas are no longer valid documents.

Can I have more than one Pro Forma for the same booking?

Yes, but only one can be valid at a time. If a new Pro Forma overlaps with an existing one, the previous Pro Forma becomes voided.

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