Hey, you probably haven’t found the answer to how to issue a proforma invoice in WooCommerce yet? Don’t worry! Below you’ll find step by step guideline 🙂
To issue proforma in WooCommerce, you will need the Flexible Invoices for WooCommerce PRO plugin.
The plugin also has a free version that’s great for issuing invoices. But only the PRO version gives you the ability to issue invoices and proforma invoices in WooCommerce. And with PRO you will do it automatically!
Ok, here we go!
How to issue a proforma invoice in WooCommerce?
When Flexible Invoices PRO is activated, go to Invoices → Settings in the WordPress menu. Fill up your company and bank account data and click Save.
WooCommerce invoice options
Once you have saved your changes, go to Invoices → Documents → Proforma. This is where you set up proforma invoicing in WooCommerce.
Let’s have a look at these settings:
The setting of the automatic sending proforma is striking, but it’s not only the automatic emailing of proforma. It’s also the setting of automatically issuing proforma for a WooCommerce order.
You can decide for which order status a proforma invoice should be issued in WooCommerce. Also, you can specify the proforma suffix and prefix, set up the due time and reset the invoice numbering.
Configure it to make it most convenient for your store and save the changes.
All right, we can move to the proforma invoice preview.
When the proforma is issued in the WooCommerce order, the number of the invoice and link to its edition appear on the order page, as well on the list of invoices (Invoices → All Invoices).
From both places (order and invoice list), you can go to proforma edition, where you can change the data on the document including customer details, invoice currency, method of payment and payment status.
This is probably all about the proforma settings in the Flexible Invoices PRO plug-in. I hope you found this helpful. Below I add a few more sentences about when proformas will be useful in your shop.
When is it good to use a proforma in the WooCommerce shop?
A proforma is not an accounting document, but a confirmation of an order or an offer in the form of a PDF document. Due to its form, you can use the proforma in the following cases:
1. Your customers are conservative and use traditional payment methods such as bank transfer.
When the transfer is a traditional one (made using an application not connected to the payment gateway or made directly from a bank branch) WooCommerce will not receive information about the transfer from the API.
Therefore, before you pass on the order, it is advisable to send the customer a proforma invoice with all the details needed to process the order.
2. Your products have no stock options set up.
If you’re running a dropshipping shop, but your suppliers sometimes get your stock wrong the proforma is a safety valve. Because proforma is not an accounting document and a possible order refund for a mistake with the product stock can be made without issuing a correction invoice.
3. You want to create sales documents not related to the products in the shop.
You can issue a proforma for an order processed outside WooCommerce and email it to the customer for payment.
4. Your customers need an invoice to request payment.
This sometimes happens in our shop. A person who wants to buy our plugin contacts us before the purchase and requests an invoice. He could forward the invoice to the accounting department and have it paid. We try to invoice only after we have paid and proforma as the additional invoice is a way out 🙂
These are just some ideas in which circumstances it’s good to issue a proforma in WooCommerce. Thanks for making it this far! If you would like to test issue proforma before purchasing the plugin, please go to the demo page.