What is a pro forma invoice? How it differs from a real invoice
By SendPay Business · · 2 min read
A pro forma invoice is an advance version of an invoice. It shows the buyer what they will be charged before the work is done or the goods are sent, but it is not a demand for payment in the way a real invoice is.
When businesses send one
- To ask for payment upfront before starting a job or shipping goods.
- To give a buyer a firm price they can get approved inside their own company.
- To go with goods being exported, so customs can see their value.
Pro forma vs a real invoice
A pro forma sets out the expected items, prices and terms, and is usually clearly marked "pro forma". Once the sale actually happens, you issue a proper invoice with its own invoice number. In the UK, a pro forma is not a VAT invoice, so the buyer can't use it to reclaim VAT; they need the final invoice for that.
Getting paid upfront
If you send a pro forma to ask for payment first, make paying easy: include a payment link or clear bank details, and say what happens once the money arrives.
Where SendPay fits
SendPay platforms include invoicing and payment links under your own brand, so customers can pay an invoice online in a few taps.
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Pick a template, name it, brand it, preview every page before you pay. Your brand, your users, your fees.
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This guide is general information, not legal or financial advice. SendPay Business is a technology company, not a bank, and does not take deposits; regulated services on the platforms are provided by licensed partners. PayPal, Patreon and Substack are named as reference points only and are not affiliated with SendPay Business.