A proforma is often preliminary. A standard invoice requests payment. Do not treat them as interchangeable without checking the workflow.
A proforma invoice is generally preliminary; an invoice is used to bill. A proforma document can help a Kunden review expected goods, services, quantities and prices before a final transaction or billing point. An invoice states the amount the seller is asking the Kunden to pay.
| Feature | Proforma invoice | Invoice |
|---|---|---|
| Typical purpose | Preliminary commercial information for review or planning. | Billing document that requests payment. |
| Typisk tidpunkt | Before final billing or as part of a preliminary transaction workflow. | Vid den avtalade faktureringstidpunkten. |
| Payment status | Does not, by itself, prove payment or necessarily create an amount due. | States the amount being billed and betalningsvillkor. |
| Next step | Customer review, acceptance or order process; a later invoice may follow. | Customer pays, queries or follows agreed terms. |
Be careful with the label
“Proforma invoice” is used differently across industries and countries. Do not assume the label makes a document a tax invoice, a final invoice, a customs declaration or proof of payment. If the document will be used for a regulated or cross-border purpose, confirm the required document and data with the relevant authority or a qualified adviser.
Example workflow
A supplier sends a proforma document showing the proposed quantity and price for a planned order. The buyer reviews the details and places the order. Once the agreed billing point arrives, the supplier issues an invoice that references the order and states the betalningsvillkor.
Use a proforma fakturagenerator for a preliminary document and the fakturagenerator for billing.
Problems this guide helps you solve
- Choosing the right document for the current stage of the deal (proposal, bill or payment record).
- Avoiding vague descriptions, missing dates or unclear payment instructions that delay settlement.
- Keeping numbers, statuses and follow-ups aligned with what actually happened—not assumptions.
Decision checklist
- Confirm the agreement stage: proposal, accepted work, billing or payment received.
- Verify parties, currency, references (PO/project) and unique document numbers.
- Make the amount due and the next Kunden action obvious.
- Save a copy and record how the document was delivered or how payment was matched.
Common mistakes
- Sending a proposal labelled as an invoice before billing is appropriate.
- Reusing document numbers or leaving critical dates blank.
- Marking something paid before funds are confirmed in your records.
- Omitting payment instructions or using a förfallodatum that conflicts with written terms.
Next steps
Draft or adjust the document in the free fakturagenerator, then review related guides linked on this page. Requirements can vary by jurisdiction—confirm what applies to your situation.
Is a proforma invoice proof of payment?
No. A proforma is generally preliminary commercial information. An invoice requests payment for a transaction or agreed billing point.
When is a proforma useful?
Use it to share planned goods, services or pricing before final billing—for example customs, advances or pre-shipment communication—then issue a regular invoice when billing begins.
What should I check before sending this document?
Confirm parties, unique number, dates, line descriptions, totals, currency, payment instructions and that the document matches the agreement stage.
Can software decide my tax or legal treatment?
No. Editable tax fields and calculators perform arithmetic from values you enter. Registration, eligibility and required wording depend on your situation and local rules.
Where should I keep records?
Store the final document with related quotes, orders, timesheets or payment confirmations on your own systems. Browser autosave on this site is local to the device, not a cloud archive.
What if the Kunden disputes the amount?
Compare the document to the approved scope or order, correct with a revised invoice or kreditnota when appropriate, and keep a clear reference trail.
Endast allmän information—inte juridisk, skatte- eller redovisningsrådgivning. Krav kan variera mellan jurisdiktion, transaktion och avtal. Bekräfta vad som gäller för din situation.