{"id":11513,"date":"2022-08-17T10:27:54","date_gmt":"2022-08-17T10:27:54","guid":{"rendered":"https:\/\/www.hashmicro.com\/blog\/?p=11513"},"modified":"2026-01-05T02:42:37","modified_gmt":"2026-01-05T02:42:37","slug":"proforma-invoice","status":"publish","type":"post","link":"https:\/\/www.hashmicro.com\/blog\/proforma-invoice\/","title":{"rendered":"Proforma Invoice for Your Business"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">tInvoices are a part of the business. It is one of the most basic business processes. To run your business smoothly, you must understand the difference between standard and proforma invoices. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Briefly, a proforma invoice is a preliminary <\/span><span style=\"font-weight: 400;\">bill of sale<\/span><span style=\"font-weight: 400;\"> sent to buyers in advance of the goods delivery. The invoice will typically include the purchased items and other essential details, such as the shipping weight and transport charges.\u00a0<\/span><\/p>\n<a href=\"https:\/\/www.hashmicro.com\/free-product-tour\/?medium=free-product-tour\" target=\"_blank\"><img decoding=\"async\" loading=\"lazy\" width=\"712\" src=\"https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2025\/11\/Free-Product-Tour-resized.webp\" alt=\"Free Demo\"><\/a>\n<div id=\"toc_container\">\n<h2><strong>Table of Contents<\/strong><\/h2>\n<ul class=\"toc_list\">\n<li><a href=\"#meaning\">What is a Proforma Invoice?<\/a><\/li>\n<li><a href=\"#different\">Difference Between Invoice and Proforma Invoice<\/a><\/li>\n<li><a href=\"#benefits\">Benefits of Proforma Invoice<\/a><\/li>\n<li><a href=\"#use\">The Use of Proforma Invoice<\/a><\/li>\n<li><a href=\"#include\">What to Include on a Proforma Invoice<\/a><\/li>\n<li><a href=\"#sample\">Proforma Invoice Sample<\/a><\/li>\n<li><a href=\"#conclusion\">Conclusion<\/a><\/li>\n<\/ul>\n<\/div>\n<p><b>Related article: <\/b><a href=\"https:\/\/www.hashmicro.com\/blog\/importance-purchase-order-po-business\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">The Difference Between Purchase Order and Invoice<\/span><\/a><\/p>\n<h2 id=\"meaning\"><b>What is a Proforma Invoice?<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Proforma invoices are created and set before a sale. \u201cPro forma\u201d comes from the Latin, meaning \u201cfor the sake of form\u201d or \u201cas a matter of form.\u201d So, what is it meaning? A proforma invoice is an initial draft or estimated invoice which the supplier uses to request payment from the committed buyer of goods or services before they are supplied. It includes a description of the goods, the total payable amount, and other details about the transaction.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Essentially, it is a \u201cgood faith\u201d agreement between a seller and a customer who has already committed to the <a href=\"https:\/\/www.hashmicro.com\/pos-system\" target=\"_blank\" rel=\"noopener\">transaction process<\/a>, so the buyer knows what to expect ahead of time. Most proforma invoices provide the buyer with a precise sale price. It includes an estimation of any commissions or fees, such as applicable taxes or shipping costs. Although it contains exact cost details, it is not an official demand for payment. This invoice doesn\u2019t carry the same legal weight as the final sales invoice. Thus, businesses should not use it for accounting purposes or binding agreements.\u00a0<\/span><\/p>\n<h2 id=\"different\"><b>Difference Between Invoice and Proforma Invoice<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Generally, an invoice is a detailed document listing goods or materials that a customer purchased. The <a href=\"https:\/\/www.hashmicro.com\/blog\/vendor-invoice\/\">vendor-based invoice tracking<\/a> is the one that issues an invoice at the purchaser&#8217;s request and contains a complete description of the quantity and quality of goods sold, including their prices, terms of sale, etc. Simply put, standard invoices are distinct from what we call it. They contain pretty much the same information but serve different purposes.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Meanwhile, a proforma invoice is often called a <\/span><i><span style=\"font-weight: 400;\">dummy invoice<\/span><\/i><span style=\"font-weight: 400;\"> or a kind of quote. The purpose of a pro forma is to provide the buyer with an accurate and complete good-faith estimate they can use to decide whether to issue a<a href=\"https:\/\/www.hashmicro.com\/blog\/purchase-journals\/\"> record of company purchases<\/a>. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">A proforma invoice reflects a more serious interest on the buyer&#8217;s or importer&#8217;s part than a regular quotation. This indicates that they are committed to purchasing the goods but want to ensure the final details before proceeding and entering into a binding agreement with the seller.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In short, <a href=\"https:\/\/www.hashmicro.com\/blog\/tax-invoice-template\/\">invoices issued for taxation<\/a> are legally binding documents containing full details of goods in a given transaction. They are issued after a purchase agreement has been struck but before the payment has been made. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">On the other hand, proforma invoices only include enough information to allow customers to determine the duties needed from a general examination of the goods. As proforma invoices are neither a financial record nor a legal document, you cannot use them for accounting purposes, such as bookkeeping.\u00a0<\/span><\/p>\n<p><b>Related article: <\/b><a href=\"https:\/\/www.hashmicro.com\/blog\/sales-invoice-definition-purpose\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">The Definition and Purpose of Sales Invoice<\/span><\/a><\/p>\n<h2 id=\"benefits\"><b>Benefits of Proforma Invoice<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">The purpose of a proforma invoice is to show how much goods or services will cost to help the customer decide if they want to go ahead with the purchase. A proforma is usually sent to a customer when they\u2019ve committed to purchasing from you but can\u2019t be sent an official invoice as the details are still yet to be confirmed. Thus, this invoice has a lot of benefits in business processes, for example:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Notify the estimated price.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Record the customer\u2019s product purchases.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Quoted as a temporary invoice because it is not an official bill.\u00a0<\/span><\/li>\n<\/ul>\n<h2 id=\"use\"><b>The Use of Proforma Invoice<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">In some transactions with an initial payment, the seller will need to issue a proforma invoice to ensure that the payment process is guaranteed before completing the order. The seller will be sure that a transaction is secured, and the buyer will know the amount of price they need to pay. In general, there are two uses of proforma invoices, including:<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Requires prepayment<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">When making a payment in this invoice, buyers will sometimes pay the services and products in advance. After the payment in this invoice is complete, the seller needs to ensure the financing details before the customer completes their order. In other words, it guarantees the financial information of a sale process. This way, a company is sure that the transaction will go smoothly.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">A high probability that sales will occur<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Issuing proforma invoices is an estimate and a payment request. Therefore, there is a high possibility that the sale will occur. Cancellation of transactions often happens between the seller and the buyer. By using a proforma, the cancellation rate will most likely be lower. As a result, sellers can ensure that the sales transaction will occur.\u00a0<\/span><\/p>\n<style>\r\n.cta-in-article-image .desktop-banner{\r\n    display: none;\r\n    text-align: center;\r\n}\r\n.cta-in-article-image .desktop-mobile{\r\n    display: block;\r\n    text-align: center;\r\n    width: 100%;\r\n}\r\n@media (min-width: 650px) {\r\n    .cta-in-article-image .desktop-banner {\r\n        display: block!important;\r\n    }\r\n}\r\n@media (min-width: 650px) {\r\n   .cta-in-article-image .desktop-mobile {\r\n        display: none!important;\r\n    }\r\n}\r\n<\/style>\r\n<div class=\"cta-in-article-image\">\r\n\t<a href=\"https:\/\/www.hashmicro.com\/grants?utm_source=blog&medium=banner-article\" target=\"_blank\" rel=\"noopener\">\r\n\t\t<div id=\"desktop-banner-container\">\r\n\t\t\t<div class=\"desktop-banner\">\r\n<!-- \tnew CTC Grants Banner\t\t -->\r\n\t\t\t\t<img decoding=\"async\" width='696' height='189' src=\"https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2025\/07\/CTC-Grants-scaled.webp\" alt=\"download skema harga software erp\">\r\n\t\t\t<\/div>\r\n\t\t<\/div>\r\n\t\t<div id=\"mobile-banner-container\">\r\n\t\t\t<div class=\"desktop-mobile\">\r\n\t\t\t\t<img decoding=\"async\" width='450' height='497' src=\"https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2023\/11\/EDG-Banner-Mobile.png.webp\" alt=\"download skema harga software erp\">\r\n\t\t\t<\/div>\r\n\t\t<\/div>\r\n\t<\/a>\r\n<\/div>\r\n\r\n\r\n\n<h2 id=\"include\"><b>What to Include on a Proforma Invoice<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">The primary purpose of a proforma invoice is to show your customer the transaction details. As such, it should include the same information as the final invoice. The information you should have are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your company identity: name, address, and contact details<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Your customer\u2019s name and address<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The unique invoice number<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Date of the issue along with the due date<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Description of the goods<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Pricing, including the shipping rates and taxes<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payment details<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">VAT (Even though a proforma is not a tax invoice, you should still show the expected <a href=\"https:\/\/opencompanycyprus.com\/vat-in-cyprus\/\" target=\"_blank\" rel=\"noopener\">VAT<\/a> amount)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">But unlike the final sales or commercial invoice, the proforma should also include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The term \u201cProforma invoice,\u201d so your customer knows it\u2019s not a sales or tax invoice<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The phrase \u201cThis is not a tax invoice.\u201d<\/span><\/li>\n<\/ul>\n<h2 id=\"sample\"><b>Proforma Invoice Sample<\/b><\/h2>\n<p><img decoding=\"async\" width=\"1275\" height=\"1650\" loading=\"lazy\" class=\"wp-image-11550 size-full\" src=\"https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2022\/02\/eaeba0215cb9967fd54a3792c1e8a160.jpg\" alt=\"&quot;&lt;yoastmark\" srcset=\"https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2022\/02\/eaeba0215cb9967fd54a3792c1e8a160.jpg 1275w, https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2022\/02\/eaeba0215cb9967fd54a3792c1e8a160-232x300.jpg 232w, https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2022\/02\/eaeba0215cb9967fd54a3792c1e8a160-791x1024.jpg 791w, https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2022\/02\/eaeba0215cb9967fd54a3792c1e8a160-768x994.jpg 768w, https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2022\/02\/eaeba0215cb9967fd54a3792c1e8a160-1187x1536.jpg 1187w, https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2022\/02\/eaeba0215cb9967fd54a3792c1e8a160-150x194.jpg 150w, https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2022\/02\/eaeba0215cb9967fd54a3792c1e8a160-300x388.jpg 300w, https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2022\/02\/eaeba0215cb9967fd54a3792c1e8a160-696x901.jpg 696w, https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2022\/02\/eaeba0215cb9967fd54a3792c1e8a160-1068x1382.jpg 1068w\" sizes=\"auto, (max-width: 1275px) 100vw, 1275px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">At first glance, it looks like it\u2019s no different from a regular sales invoice. Businesses can use the same method as standard invoices to create a proforma invoice. Most accounting or <a href=\"https:\/\/www.hashmicro.com\/blog\/invoicing-software\/\">invoicing software<\/a> includes <a href=\"https:\/\/www.hashmicro.com\/blog\/purchase-invoice\/\">purchase invoice<\/a> . To further understand and manage your business invoices easier, you can use the <\/span><a href=\"https:\/\/www.hashmicro.com\/invoicing-software\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">e-Invoicing<\/span><\/a><span style=\"font-weight: 400;\"> system from HashMicro. This has terms that correctly state the contents of the invoice. These characteristics are:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Attention to price and tiny details.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Provide a quotation to customers.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Record the total price.<\/span><\/li>\n<\/ul>\n<p><b>Related article: <\/b><a href=\"https:\/\/www.hashmicro.com\/blog\/erp-for-professional-services\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">5 Main Benefits of ERP Software for Professional Services<\/span><\/a><\/p>\n<h2 id=\"conclusion\"><b>Conclusion<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Managing invoices involves more than just sending bills; it also ensures that everything runs smoothly without any hindrances. With the aid of technology, businesses can handle invoices more easily without having to manually check each one.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">HashMicro introduces <a href=\"https:\/\/www.hashmicro.com\/invoicing-software\">Hashy<\/a>, an AI system that supports AR Collectors in managing bills. One of its features automatically reminds customers of unpaid invoices. These notifications facilitate communication and help maintain smooth cash flow without requiring additional effort.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Moreover, the feature to create invoices on the go allows financial teams to generate invoices anytime, more conveniently. This flexibility is particularly beneficial for continuously growing businesses that require more efficient transaction recording.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With technology like Hashy, invoice management becomes lighter, more organized, and helps businesses stay focused on bigger objectives. Want to know how Hashy can help your business? Contact us for a <a href=\"https:\/\/www.hashmicro.com\/free-product-tour\/\">free demo<\/a>!<\/span><\/p>\n<a href=\"https:\/\/www.hashmicro.com\/invoicing-software?medium=moneysite-banner\" target=\"_blank\"><img decoding=\"async\" loading=\"lazy\" width=\"712\" src=\"https:\/\/www.hashmicro.com\/blog\/wp-content\/uploads\/2025\/06\/E-Invoicing.webp\" alt=\"eInvoicing\"><\/a>\n<p><script type=\"application\/ld+json\">\n{\n  \"@context\": \"https:\/\/schema.org\",\n  \"@type\": \"FAQPage\",\n  \"mainEntity\": {\n    \"@type\": \"Question\",\n    \"name\": \"What is a Proforma Invoice?\",\n    \"acceptedAnswer\": {\n      \"@type\": \"Answer\",\n      \"text\": \"Proforma invoice is an initial draft or estimated invoice which the supplier uses to request payment from the committed buyer of goods or services before they are supplied.\"\n    }\n  }\n}\n<\/script><\/p>\n","protected":false},"excerpt":{"rendered":"<p>tInvoices are a part of the business. It is one of the most basic business processes. To run your business smoothly, you must understand the difference between standard and proforma invoices. Briefly, a proforma invoice is a preliminary bill of sale sent to buyers in advance of the goods delivery. The invoice will typically include [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":11548,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[153,323,117],"tags":[921,12,326,1267,1507,1506],"class_list":{"0":"post-11513","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-accounting","8":"category-e-invoicing","9":"category-software-business","10":"tag-accounting","11":"tag-accounting-software","12":"tag-e-invoicing","13":"tag-e-invoicing-software","14":"tag-invoice","15":"tag-proforma-invoice"},"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Proforma Invoice for Your Business Singapore<\/title>\n<meta name=\"description\" content=\"A proforma invoice is an initial draft of an invoice to 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