How to use a proforma invoice without mixing quotes with sales

A prospective customer may need your prices for a purchase request, a project budget or a comparison with another supplier. A proforma invoice gives them a structured proposal. It should not be mistaken for a receipt, a confirmed payment or an automatically completed sale.

An example from a service business

Tunde Tech quotes ₦45,000 for a website update and ₦15,000 for training. The customer asks for a document to discuss with a manager. Tunde sends a proforma for ₦60,000, with the service descriptions, proposal date and a validity date.

The customer might approve it, ask for changes or decide not to proceed. While it is still a proposal, counting the ₦60,000 as money received would make the records misleading. For a shop quoting physical goods, the quote also should not pretend that those goods have already left the shelf.

Make the purpose visible

Use a clear title such as “Proforma invoice” or “Quotation”. Add a short explanation that it is a price proposal and is not proof of payment. Give it a reference that can later be linked to the agreed transaction.

Include enough detail for the customer to make a decision:

• The business and customer details.
• What is included in the goods or service.
• The quantities, prices, discounts and proposed total.
• How long the quote remains valid.
• Delivery, timing, deposit or other terms that you have actually agreed or proposed.

Avoid a large “PAID” badge or an invented payment reference. A polished design should make the status easier to understand.

Keep revisions understandable

If a customer asks for a different quantity or a smaller scope, revise the quote and check the total again before sharing it. Agree which version the customer is accepting. A saved quotation and a shared PDF can otherwise end up showing different figures.

In ReceiptPro, saving a proforma keeps it as a quote. Recording its sale is a separate confirmation step. Review the saved version, the customer's agreement and the payment method before recording the sale. A quote that is no longer needed can be moved out of the active list without turning it into a sale.

When the customer pays

A payment acknowledgement should describe the payment you have confirmed. If the customer pays only a deposit, keep the deposit and remaining balance clear. Do not treat an accepted quote, a payment promise and money received as interchangeable events.

See the invoice and receipt guide for a worked example of a part payment. For your daily checks, keep sales and payment records together so that a quotation cannot accidentally inflate the figures you use to run the business.