Yojika
Download for WindowsLog inSee pricing
English हिंदी தமிழ் മലയാളം

Proforma invoices

Send a pre-invoice for a customer's commitment or advance, then convert it to a real bill.

Updated

A proforma invoice is a pre-invoice you send before the sale is final — usually to get the customer’s commitment or an advance payment. Like an estimate, it does not touch your stock, GST reports, or invoice numbers.

Proforma invoices have their own number series that starts with PI, for example PI2025-26/0001.

See your proforma invoices

Open Proforma Invoices from the sidebar. Each row shows the number, date, status (Open, Converted, or Closed), and total. Tap a row to open it.

The strip at the bottom shows three figures side by side: Total (what the proforma invoices in view come to), Converted (how much has already become a real invoice) and Open (how much is still waiting on the customer). Converted + Open = Total.

The status chip filters the rows; it does not re-add the money. The strip covers everything the date range and the search box let through, whichever status chip is selected. When the chip is hiding rows the count says so, reading “3 of 12 proforma invoices”.

Create a proforma invoice

  1. On the Proforma Invoices list, click New Proforma Invoice.
  2. The editor opens titled Proforma Invoice. Pick the customer.
  3. Add items, quantities and rates — the same line grid as an invoice.
  4. Optionally set a validity date.
  5. Click Save (Ctrl+S).

Open, edit or print

Tap a proforma invoice to open it. From the top you can:

  • Edit — while it is still Open.
  • Print — open the print preview to print or save it as a PDF, on A4, A5 or a thermal width.
  • Delete — its number is not reused.

Turn it into an invoice

Open the proforma invoice and click Convert to invoice. Yojika creates a real sale invoice with a fresh number and the same items, and opens it. The proforma is then marked Converted and cannot be converted again.

Advance and display balance

Use Advance (₹) to note an advance on this document. On a phone, open Details to enter it. The editor, saved document and PDF show Balance after advance = Total − Advance. The total already includes the document’s taxes and round-off. A missing advance counts as zero; an advance larger than the total shows a negative balance.

This is a reference calculation: no payment is posted. It does not change stock, party balances, GST reports or the document total, and conversion does not record or apply the noted advance as a payment. Record actual payments through the payment workflow.