Proforma invoice generator with its own numbering series

Because proforma is a real document type, the output says proforma invoice, carries its own number sequence and keeps your tax invoice numbering clean. Auditors and finance teams notice when those series are mixed.

Everything else behaves like the rest of the editor: line items with quantity and unit price, optional discount and tax, notes and terms.

Use the notes and terms fields to set out the split — what is due to start, what is due on delivery, and how long the pricing holds. Written terms save the awkward conversation later.

If you take a deposit now and the balance in a month, issue the proforma for the first amount and a tax invoice for the rest, so each document matches one payment.

Attach bank transfer details with account name, number, IBAN and SWIFT, a crypto wallet with its network, or cash instructions. The public page shows the same details as the PDF, with a QR code where the payment method supports one.

VegaPal is not in the payment path — the money moves from your client to your account, and you record it once you see it.

Lantern Interiors has agreed a 12,000 AED fit-out and wants half up front. They start a new document, choose proforma invoice, and the heading and PI numbering series are set before they type anything.

They itemise the deposit as one line — 'Fit-out deposit, 50% of agreed scope (see terms)' at 6,000.00 — then use the terms field for the detail: what the deposit covers, that the balance of 6,000.00 is due on completion, and that pricing holds for 30 days. Bank transfer is enabled with a note asking for the PI number as the reference. On completion they issue a separate tax invoice for the balance, so each document lines up with exactly one payment.

Putting the full contract value on a deposit proforma. If you are asking for 50% now, issue the document for that amount and describe the balance in the terms. One document, one payment.

Leaving the validity field empty because the client is friendly. Costs move, and a stated expiry is easier than renegotiating later.

Editing an issued proforma without telling the client. Editing is allowed and often correct, but the shared link always shows the current version — so mention the change rather than letting them discover a different total.

Forgetting that every document type draws on the same free allowance. A deposit proforma plus its balance invoice uses two of the 3 monthly documents on the free plan.

Mark the proforma as paid and issue the tax invoice for the completed sale. Both documents stay in your account, linked to the same client record.

On the free plan this counts toward the 3 documents a month included, so a deposit and its balance use two of them.