A Pro Forma Invoice is a new document type that allows you to create a preliminary invoice for a guest or group. It is specifically designed to include charges that are not yet final.
Key Features of a Pro Forma Invoice
- Preliminary Document: A Pro Forma Invoice is a preliminary document and clearly states this on the template.
- Includes Pending Transactions: While Pro Forma invoices are the primary way to invoice pending charges, you can now enable a setting to allow these charges on standard invoices as well.
- Not Final: Charges on a Pro Forma Invoice are not locked to that document. They can still be added to a standard invoice later when they become posted.
- Stored in Documents: The Pro Forma Invoice will be saved in the Documents section of the reservation or group folio.
- Use Pro Formas as Guest Quotes or Estimates:
• Accept Estimate marks the Pro Forma as Accepted.
• Reject Estimate marks it as Rejected.
These actions do not affect the folio or posted charges - they are simply for tracking guest acceptance.
How to create
- Access a needed reservation
- Click Actions button in the top right corner
- Select Create Pro Forma Invoice
When creating an Invoice, charges are now labeled as Pending or Posted.
You can now only view pending transactions when you choose to create a Pro Forma Invoice. These transactions will not appear as an option when creating a standard Invoice.
"Create Pro Forma Invoice" dialog - showing Pending & Posted transactions, as well as Payments.
"Create Invoice" dialog on the same booking showing Posted transactions and Payments only.
Changes to Invoicing Transactions
To ensure every invoice is a complete record of a transaction, we have updated the rules for what can be added.
- Payments-Only Transactions: You can no longer create an invoice that contains only payments. Every invoice must now include at least one posted transaction in addition to any payments. If you try to create an invoice with only payments, the system will display an error message.
- Pending Transactions: By default, pending transactions cannot be added to a standard invoice. However, if the setting 'Allow invoicing pending transactions' is enabled in your Finance settings, you can add them directly to standard invoices. Note that once a pending transaction is added to a standard invoice, it becomes locked and cannot be invoiced again.
These rules apply to both Reservations and Group Folios.
Actions & Statuses
A Pro Forma Invoice helps you manage preliminary agreements with guests and has the following actions and statuses:
- Default Status: Open
- Accept Estimate: If you use the document as a quote, you can change the status to Accepted.
- Reject Estimate: If the quote is not accepted, you can change the status to Rejected.
- Delete: Deleting the document changes its status to Canceled.
You can also View, Send, and Download a Pro Forma Invoice. This feature is available for both reservations and group folios:
Tips:
- A Pro Forma Invoice cannot be marked as Paid or Closed. These statuses are reserved for final financial documents only. Because a Pro Forma is preliminary and does not lock charges, it will always remain Open, Accepted, Rejected, or Cancelled.
- A Pro Forma Invoice cannot be converted into an official invoice.
At the end of the stay, you must create a new (standard) invoice to finalize posted charges. - Charges included on a Pro Forma Invoice remain fully available for standard invoicing later.
A Pro Forma does not consume or lock transaction data - it only previews it.
Pro Forma Invoice document example
Important:
1. Pro Forma Statuses and Finalization: A Pro Forma Invoice can only be Open, Accepted, Rejected, or Cancelled. It cannot be marked as Paid or Closed because it is not a financial document and does not represent a completed sale .
2. Using Pro Formas as Quotes/Estimates: Use the Accept Estimate or Reject Estimate actions to track guest intent. These actions do not affect the folio or posted charges .
3. Relationship to Final Invoices: Pro Forma invoices cannot be converted into standard invoices. You must create a new standard invoice at the end of the stay. Charges on a Pro Forma remain fully available for final invoicing .
Comments
How do we make company name visible on the invoice? We add those in the guest's profile but it is not showing on the invoice whatsoever. Thanks!
Hello, Albert Shigapov!
We have created a new ticket on your behalf and escalated it to our Support Team. They will be happy to take a closer look and offer dedicated assistance.
Thank you!
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