Functions in Proforma Invoices

Zoho ERP provides multiple functions that allow you to manage proforma invoices throughout their lifecycle. These functions help you track communication, record payments, collect online payments, convert other sales transactions like quotes and sales orders into proforma invoices.

Mark as Sent

If you have already shared the proforma invoice through another channel, like email, in person, or via chat, you can mark it as sent.

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice in Draft or Approved status.
Click More.
Select Mark as Sent.

The proforma invoice is marked as Sent.

Record Payment

You can record advance payments that you receive against a proforma invoice.

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice for which you want to record a payment.
Click Record Payment at the top of the page and select Record Payment.
Enter the Amount Received from the customer. By default, the total of the proforma invoice is displayed here.
Review the details and update if required.
Click Record Payment.

After recording a payment, you can view it in the Payments tab of the proforma invoice.

Online Payments

You can collect payments online for a proforma invoice through:

Customer portal
Sharing public link

Once you integrate a payment gateway, by default, the payment gateway will be marked as the mode of payment in the proforma invoice under the online payments section. When you send this proforma invoice to your customer, they will be able to pay online using one of the available payment options.

If you have configured multiple payment gateways, you can select the payment gateway through which you want to receive payments from your customers. Here’s how:

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice for which you want to select your preferred payment gateway and click Edit on the top bar.
Scroll down to the section below Terms and Conditions where you will see the list of payment gateways that you have integrated with Zoho ERP.
Select your preferred payment gateway through which you want to receive payments from your customer.
Click Save and send it to your customer.

Now, your customer will be able to pay you from the customer portal, or from the link you share with them.

Convert to Invoice

When the customer confirms the order, you can convert the proforma invoice into a regular invoice.

Go to Sales on the left sidebar.
Select Proforma Invoices on the top bar under Invoices.
Open the proforma invoice you want to convert.
Click Convert to Invoice at the top of the page.
Review the invoice details that are pre-filled from the proforma invoice.
Update any details that you want to change for the actual invoice.
Click Save and Send.

The proforma invoice is marked as Processed. You can view the associated invoice in the Invoice tab of the proforma invoice. Any payments you recorded against the proforma invoice can be applied to the new invoice.

View Associated Transactions

You can view the associated transactions like quotes, sales orders, invoices, and payments.