Proforma Invoice Management: Your Essential Billing Preview

A Proforma Invoice in BSTD serves as a crucial, non-binding quotation that meticulously outlines the estimated charges for services or products before the official final invoice is issued. This document is instrumental for businesses to present professional and detailed pricing proposals to clients. A key advantage is its ability to be converted into a final invoice with a single click, significantly streamlining your billing workflow.

The BSTD Proforma Invoice module comes fully equipped with features like dynamic item listing, automated GST calculation, customizable branding, and flexible export/share options. It's thoughtfully optimized for both mobile and web platforms, ensuring you can manage your proposals anytime, anywhere.

Creating a New Proforma Invoice: A Guided Process

Crafting a proforma invoice is made easy with BSTD's intuitive and easy-to-navigate form, broken down into the following essential sections:

• Header Information:
  • Proforma Invoice Number: A unique identifier for clear record-keeping.
  • Date: The date of issuance.
  • Company Logo & Title: Automatically pulled from your company settings for consistent branding.
• Customer Details:
  • Name, Address, and Contact Number: Essential information for the client.
  • GSTIN (Goods and Services Tax Identification Number): For accurate tax compliance.
• Billing & Delivery Information:
  • Dedicated fields for "Bill-to" and "Ship-to" addresses, including specific location details and contact persons, crucial for complex logistics.
• Itemized Table:
  • A dynamic section allowing you to add multiple services or goods.
  • For each item, specify the name, quantity, rate, and any relevant remarks for special instructions or descriptions.
• Tax & Charges Calculation:
  • Automated calculation of subtotal, applicable GST percentage, and the final total amount.
  • Options to apply discounts or surcharges as needed.
• Terms & Notes:
  • Space to add your custom terms and conditions or utilize saved default templates for quick application.

All entered data undergoes auto-validation to ensure accuracy. Before finalizing, you can preview the document or export it to PDF, ensuring everything is perfect before saving the official record.

Proforma Invoice List: Your Overview of Proposals

The listing page provides a comprehensive dashboard of all your previously generated proforma invoices, complete with powerful filters and actionable insights:

• Flexible Search Options: Effortlessly find any record by searching using:
  • Customer Name: To quickly pull up proposals for a specific client.
  • Invoice Number: Direct search using the unique PI number.
  • Location: Filter by geographic area.
  • PI Number: Specific search for proforma invoice numbers.
• Advanced Filtering: Refine your view and manage your pipeline by filtering based on:
  • Date: To see invoices within a specific timeframe.
  • GST Type: For tax-specific categorization.
  • Status: Easily identify "Pending" proposals or those "Converted" into final invoices.
• Key Insights at a Glance: Each entry in the list displays important metadata such as the total amount, creation date, and conversion history, giving you an immediate understanding of its status and impact.

Importantly, each proforma invoice remains fully editable until it is formally marked as converted or transformed into a final invoice, allowing for maximum flexibility during the negotiation phase.