Proforma Generator

TL;DR

Generate a proforma invoice you can send before issuing the fiscal invoice. It’s an invoice-shaped document used for approval and payment initiation, helping you align on scope, price, currency, and VAT treatment before the official billing step.

Who this is for

• Contractors sending an offer that looks like an invoice, but is not a fiscal invoice.
• People who need a clean PDF for client approval.
• Teams that need procurement-friendly paperwork (PO/budget approval) before the real invoice.

How to use it

1. Fill issuer and customer.
2. Add items and pricing.
3. Print/save as PDF.

What a proforma is (in practice)

A proforma is commonly used as:

• a “ready-to-pay” document for the client’s finance/procurement team
• a way to lock the commercial details (what is being bought, how much, VAT/currency) before delivery

It’s often requested when a client needs:

• an invoice-like PDF to create a purchase order (PO)
• a document to initiate payment for a deposit/advance
• a formal approval artifact before you issue the fiscal invoice

Proforma vs estimate vs invoice (quick rule)

• Estimate / deviz: best for scoping (what’s included/excluded, assumptions).
• Proforma: best for payment initiation and “invoice-like” approval.
• Invoice: the document you actually bill with (and the one used in your accounting workflow).

If a client says “send invoice so we can pay”, ask one question: do they mean proforma or fiscal invoice?

What to include so it works with real finance teams

Even if the tool keeps things simple, a proforma usually needs:

• issuer + customer identification (legal names)
• document date and a clear proforma number/reference
• line items with description, quantity, unit price, totals
• currency and VAT treatment (“+ VAT” vs “VAT included”)
• payment details and terms (where/how to pay, deadline)

Common contractor workflows

Monthly retainer

Send a proforma at the end of the month for next month’s budget approval, then issue the fiscal invoice according to your agreement.

Milestones

Send a proforma per milestone so the client can approve and pay each phase before you continue.

Advance payment

Use a proforma for a deposit/advance, then reconcile the final invoice after delivery.

Worked examples

Example 1: pre-approval for a monthly retainer

Send a proforma for next month so the client can approve budget.

Example 2: milestone-based work

Create a proforma per milestone, then invoice only after acceptance.

Example 3: currency clarity

Set currency explicitly and keep the same currency on the fiscal invoice later.

Edge cases & gotchas

• A proforma is not the same as a fiscal invoice; confirm what your client needs.
• Keep numbering and dates consistent with your internal process.
• VAT handling must match your tax status and your client agreement.
• If you’re on a VAT regime that changes year-to-year, keep your proforma template aligned with the invoicing rules you’ll use.
• Avoid ambiguity: “10,000 all-in” is not the same as “10,000 + VAT”.

FAQ

When should I use proforma vs invoice?

Proforma before delivery/payment approval; invoice when you actually bill.

Should I put VAT on the proforma?

If your final invoice will include VAT, showing VAT on the proforma is usually clearer for the client. If you’re not VAT-registered, don’t add VAT.

Do I need a proforma number series?

Many contractors keep proformas in their own series for clarity. What matters is that your process is consistent and doesn’t confuse proformas with fiscal invoices.

What should I read next?

See Invoice vs proforma vs receipt : when to use each.

Sources

• ANAF: https://www.anaf.ro/

Next steps (IT Jobs List)

For documents (invoice/proforma/receipt), consistency beats “perfection”: numbering rules, correct data, and complete fields.

Related tools

Related guides

• Invoice vs proforma vs receipt : when to use each

Quick recommendation

• Save your assumptions (rates, breaks, thresholds) so you can reproduce the result.
• If you use the output in an invoice/offer, include a short explanation (what’s included and what’s not).

Practical checklist (IT Jobs List)

• Verify required fields (issuer, client, number, date, description, totals).
• If you charge VAT, include base + VAT + total and the VAT rate.
• Keep consistent numbering and clear line-item descriptions.