Create, Track, and Convert Proforma Invoices in One Place
Create Proforma Invoice
Create Proforma Invoices Before Finalising a Sale
WhiteBooks enables creation of proforma invoices as pre-sale documents, capturing party details, item lines, and amounts, providing customers with a formal quotation and invoice-level clarity before final billing.
Pre-Sale Invoice Creation
We allow you to create a proforma invoice for any party at any stage of the sales negotiation, capturing all line items, quantities, and amounts before committing to a final sale.
Party and Item Detail Capture
We record complete party details and transaction specifics on every proforma invoice, ensuring the document carries sufficient commercial information to serve as a binding quotation for your customer.
Proforma Number Assignment
We assign a unique Proforma Number to every proforma invoice created, giving you a structured reference system to track, retrieve, and follow up on pre-sale documents without confusion.
Convert to Invoice
Convert Proforma Invoices Directly into Sales Invoices
WhiteBooks enables direct conversion of proforma invoices to sales invoices without re-entry of party or item data, automatically linking references to ensure accuracy, efficiency, and streamlined processing.
One-Step Proforma-to-Invoice Conversion
We convert any selected proforma invoice into a confirmed sale invoice in a single action, carrying forward all party details, line items, and amounts without manual re-entry.
Associated Invoice Number Linking
We automatically populate the Associated Invoice Number field on the proforma record once conversion is complete, maintaining a traceable link between the proforma document and its resulting sale invoice.
Conversion Status Visibility
We make the conversion status of every proforma invoice visible from the listing itself, so your sales team can instantly identify which proformas have been actioned and which are still awaiting customer confirmation.
Structured Listing
View All Proforma Invoices in a Structured, Organised List
WhiteBooks organizes all proforma invoices in a structured format, providing a clear overview of pre-sale transactions for the selected period, enabling quick review, accurate tracking, and improved record clarity.
Consistent Record Structure
Each proforma invoice is maintained with uniform details such as transaction type, party information, proforma reference, related invoice reference, date, and value. This standardised structure ensures that records remain clear and easy to review across all transactions.
Proforma to Invoice Reference Tracking
Every proforma invoice maintains a reference to the corresponding sales invoice when a conversion takes place. This helps businesses clearly identify which proforma documents have been converted and which remain pending for further action.
Transaction Type Classification
Proforma invoices are categorised based on their transaction type, enabling businesses to distinguish between different types of supply and maintain clear classification across all pre-sale records.
Detailed Listing
Access Full Transaction Detail for Every Proforma Invoice
WhiteBooks provides a detailed view of each proforma invoice, capturing party details, proforma number, linked invoice reference, date, and amount, ensuring complete visibility into pre-sale transactions without relying on separate reports.
Complete Party and Transaction Data Per Record
We capture and display comprehensive party details and all transaction attributes for each proforma invoice, giving accounts and sales teams the full picture of every pre-sale document from the listing itself.
Associated Invoice Cross-Reference
We link each proforma invoice to its resulting sales invoice through the Associated Invoice Number column, enabling detailed cross-referencing between pre-sale documents and confirmed transactions in a single view.
Amount-Level Detail Across the Period
We surface the invoice amount for every proforma in the period listing, enabling your finance team to assess total pre-sale commitment values and compare them against confirmed sales without generating additional reports.
Status Tracking
Proforma Conversion and Settlement Tracking
WhiteBooks maintains clear status tracking for every proforma invoice, enabling identification of pending, converted, and active records within the selected period, ensuring better visibility, accurate tracking, and improved control over pre-sale transactions.
Converted and Unconverted Proforma Identification
Each proforma invoice maintains a reference to its corresponding sales invoice after conversion. This enables businesses to clearly identify which proforma invoices have been fulfilled and which are still pending conversion.
Accounting Period Based Status Tracking
Proforma invoice statuses are maintained within the selected accounting period, allowing businesses to review the progress of all pre-sale transactions created during a specific timeframe.
Individual Record Follow-Up Management
Each proforma invoice record can be reviewed and updated whenever necessary, enabling businesses to take appropriate action on transactions that require further processing or follow-up.
Export & Sharing
Export and Share Proforma Invoice Data in Multiple Formats
WhiteBooks enables export of proforma invoice records in standard formats, supporting external analysis, customer communication, and long-term record maintenance with accurate data access and improved control.
Multi-Format Data Export
Proforma invoice records for any selected period can be exported in formats such as Excel, CSV, or PDF, enabling businesses to utilise the data for external reporting, analysis, or documentation purposes.
Proforma Duplication for Repeated Transactions
Existing proforma invoices can be reused by creating a new record based on previously entered details. This helps businesses quickly generate similar proforma invoices for repeat enquiries while maintaining consistency in transaction information.
Print-Ready Proforma Documentation
Proforma invoices can be generated as formal documents suitable for printing and sharing with customers or including in business proposals, procurement submissions, and other pre-sale documentation requirements.
Date & Period Management
Simplify Proforma Organization with Time-Based Control
WhiteBooks organizes proforma invoices by accounting periods, ensuring alignment with financial timelines, enabling accurate period-wise review, structured record management, and consistency with GST reporting requirements.
Period-Based Proforma Organisation
Proforma invoices are maintained within their respective accounting periods, ensuring that all records correspond to the correct financial timeframe and enabling consistent tracking of pre-sale transactions.
Access to Historical Proforma Records
Businesses can review proforma invoices created in previous periods whenever required, supporting historical analysis, reference checks, and resolution of transaction-related queries.
Chronological Record Arrangement
Proforma invoices are organised according to their transaction dates, helping businesses maintain a clear chronological sequence of pre-sale records within each accounting period.
Party & Client Management
Customer & Party Details for Proforma Invoices
WhiteBooks maintains customer and party details for every proforma invoice, ensuring accurate linkage to clients, consistent records, avoidance of duplication, and efficient management of pre-sale documentation.
Customer Information Linked to Proforma Records
Each proforma invoice maintains the associated customer or party information, ensuring that every pre-sale transaction is clearly connected to the respective client for accurate record keeping.
Customer-Based Record Retrieval
Proforma invoices can be identified and reviewed based on the associated customer details, enabling businesses to quickly access all records related to a specific client whenever required.
Consistent Customer Details Across Transactions
Customer information from proforma invoices is preserved when the transaction progresses further, ensuring that client details remain accurate and consistent throughout the sales documentation process.
Notifications & Alerts
Proforma Invoice Alerts & Updates
WhiteBooks monitors proforma invoice activities to highlight records requiring attention, enabling timely identification of pending or unresolved transactions, ensuring accurate tracking, improved follow-up, and better control over pre-sale commitments.
Identification of Unconverted Proforma Invoices
Proforma invoices that have not yet progressed to the next stage are clearly identifiable, enabling businesses to recognise pending pre-sale transactions and take necessary follow-up actions.
Period-End Awareness of Open Proforma Records
Open proforma invoices within a selected accounting period can be reviewed before period closure, helping businesses remain aware of unresolved pre-sale commitments during financial reconciliation.
Visibility of Records Requiring Attention
Proforma invoice records can be reviewed whenever updates or follow-up actions are required, supporting timely management of transactions that remain pending or require further processing.
Settings & Customization
Customize Proforma Invoice Settings
WhiteBooks enables configuration of proforma invoice settings to align with business preferences and documentation standards, ensuring consistent management of pre-sale records in line with internal processes and accounting practices.
Flexible Record Display Configuration
The number of proforma invoice records reviewed at a time can be configured according to business requirements, allowing teams to manage transaction reviews efficiently based on their workflow needs.
Default Period and Date Preferences
Businesses can define preferred period and date settings so that proforma invoice records align with the most relevant accounting timeframe for regular transaction review.
Customisable Data Visibility Preferences
Proforma invoice records can be configured to prioritise specific transaction details, helping businesses focus on the information that is most relevant to their operational and financial processes.
Get started with WhiteBooks
WhiteBooks keeps proforma invoices organized and traceable from creation to sales conversion for clear, audit ready pre-sale management.
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