Prepare and mark a Pro Forma paid (BETA)

A Pro Forma requests payment for proposed hire. It is a sales document, separate from an Invoice Manager invoice and from a bank transaction.

Create a Pro Forma

1. In Sales Manager, open the intended customer's saved contract. Check customer, site and contract number.
2. In Documents, select Create, then Create Pro Forma. Alternatively, follow convert selected Quote lines and choose Convert to Pro Forma.
3. In the draft editor, enter or check each item's description, quantity, Cost (£) and Charging Period. Confirm converted lines and rates rather than assuming the whole Quote was selected.
4. Set the line Tax values and check subtotal, VAT and total. The heading Tax menu applies one choice to all items and overwrites their previous choices. See tax controls.
5. Enter Your Ref, set Start & Duration and the start time, and check additional information, supporting files and selected terms.
6. Wait for saving, then open Preview. Check the Pro Forma number, customer, period, lines, totals and payment details.
7. If payment details are absent or wrong, ask an authorised administrator to check company bank details before sending. Do not substitute a colleague's personal payment details.

Creating the document does not create an Invoice Manager invoice or allocate scheduled resources.

Send and check the signed Pro Forma

1. Open Send for the saved version. At Finished Editing?, choose Keep Editing for corrections or Continue.
2. Use Add beside Email recipients, enter Full Name and Email, then Add Recipient. Add any Possible contacts to the actual list and check the saved recipients.
3. Enter the optional Email message and select Send. For a link instead, use Copy Share Link and check the copied confirmation.
4. Check the resulting status. Sharing locks that version; use Create new version for later amendments.
5. The recipient opens the intended version, checks its details and terms, enters Full Name and Confirm Email, selects Agree to all Terms & Conditions, then Sign Now. They must correct validation errors before signing completes.
6. Reopen the contract's Documents table and check the signature recorded in its Signed column before recording a payment confirmation. The Status cell can still read Sent after signing; Sent alone does not mean it is unsigned.

Sending is not proof of delivery. Signing confirms the document action; it does not establish that money has arrived.

Record a manual payment confirmation

1. Check the payment independently using your company's accounts process.
2. In the contract's Documents table, find the intended signed Pro Forma and open its cog menu. Mark paid is available for an eligible signed document that is neither cancelled nor completed.
3. Select Mark paid. Read Mark paid?, which explains that this records a manual payment confirmation.
4. Select Mark paid to confirm, or Back to leave the status unchanged.
5. Wait for the table to refresh and check Paid on the intended row. If an error appears, reload and verify the status before retrying.

Use document status controls for cancellation and version distinctions.

FAQ

Is a Pro Forma an invoice?

No. Use the separate Invoice Manager process for invoices, subject to your module access.

Why is Mark paid unavailable?

Check that you opened the intended signed, non-cancelled and incomplete Pro Forma. See record a manual payment confirmation.