Before any purchase order, a public administration, a state-owned company or the purchasing department of a large account asks for the same document: a pro forma invoice. The Almawarid Pro forma invoices module prepares it in minutes at that customer's prices, tracks it until approval, then turns it into an invoice in one click, without retyping a single line.
A pro forma redone three times, then an invoice retyped by hand
With a public body or a large company, the pro forma opens the purchasing procedure: without it there is no budget commitment and no purchase order. It often starts from a Word template; it is redone when purchasing changes a quantity, sent again by email, and soon nobody knows which version was approved.
When the purchase order finally arrives, everything starts again: the same lines are retyped into the invoice, a price or a VAT rate goes wrong, and the advance the customer already paid appears nowhere. The file that reaches the finance department no longer matches the accepted pro forma, and payment is delayed.
A clean pro forma, then an invoice that carries everything over
In Almawarid, the pro forma is a document in its own right, numbered automatically. It prints with the heading “Proforma invoice — provisional document”, your company name, address, trade register (RC) number and tax number (NIF), the customer's details, the breakdown before tax, VAT and total, the amount written out in words, your bank details (RIB) if you entered them, and a QR code that opens the online version. A validity date, your payment terms, a free reference and an introduction text for the subject of the tender complete the document.
When the customer approves, “Convert to invoice” creates the invoice with the same lines, terms and reference. If the customer already paid an advance on the pro forma, that payment moves to the invoice without a second cash entry; the invoice is then validated with its official number, and marked “Paid” if everything is settled. Without a payment it arrives as a draft for a final check. A pro forma can only be invoiced once: afterwards it shows “Invoiced” with its invoice number.
From request to invoice, in four screens
- New pro forma: you pick the customer by typing two letters; their negotiated prices and usual discount apply, each line takes its VAT rate, 19%, 9% or 0%, and you set the validity date.
- Print / PDF: the pro forma comes out on A4, ready to hand in to purchasing; you can also send it by email or WhatsApp with a link to the online version.
- Change status: when the customer approves, you set it to “Confirmed”; if it is already paid, “Paid” offers to generate the settled invoice in the same gesture.
- Convert to invoice: the tax invoice carries over lines, terms and payments; the pro forma stays intact and points to its invoice.
What you gain
- Complete files the first time. Amount in words, identifiers, VAT per line and validity date: the pro forma holds what a purchasing department usually asks for.
- No retyping. The invoice is born from the approved pro forma: same lines, same prices, no copying errors.
- Advances that never get lost. The deposit received on the pro forma follows the invoice, and the balance due is right.
- Never two invoices for one pro forma. The software refuses to invoice the same document twice, even if two people click at the same time.
- Automatic sales follow-up. With the CRM, every pro forma issued puts the customer in your pipeline with the document's real value and schedules a follow-up three days later.
Who is it for?
The Pro forma invoices module serves every business that sells to public administrations, state-owned companies or large accounts whose purchasing procedure starts with a pro forma. It runs online, on a computer or a phone, in French and Arabic.
- Office supplies and office furniture suppliers
- IT equipment and consumables distributors
- Installation, works and maintenance companies
- Suppliers of cleaning, hygiene and equipment products
- Communication, printing and events agencies
Frequently asked questions
Does a pro forma have the value of an invoice?
No. It prints as a provisional document and enters neither your official numbering nor your revenue; the invoice generated afterwards is what counts. For the requirements of a specific public buyer, refer to its tender specifications or to your accountant.
The customer paid an advance: what happens to it?
You record the payment on the pro forma. On conversion it moves to the invoice, which is validated and marked “Paid” if fully covered, with no second cash movement.
Can I edit a pro forma that was already sent?
It can be edited while it is a draft. Once sent, “Duplicate” turns it into a new version with a new number, and the old one keeps its trace.
How does the customer receive it?
Printed, by email if your sending address is set up, or by WhatsApp in one click: the message gives the number, the total, the validity date and a link to the online version. The link stays active for thirty days and can be reactivated from the pro forma.
Can I deliver before invoicing?
Yes: from the accepted pro forma you generate a delivery note that carries over its lines. It does not count in your revenue, and the invoice follows when you decide.
See the Pro forma invoices module on your own business
Bring the last pro forma a purchasing department asked you for: we rebuild it in front of you in Almawarid, then turn it into an invoice together with its deposit.
- The demo. An advisor shows you the Pro forma invoices module on your own business, online and on your screen, and answers your questions. Request a demo.
- The trial version. It is switched on with an advisor during the demo, on your own account: your real products, your real customers, and 14 days to work in it. Create your account to request it.
- The customisation workshops. During the trial, we adapt the screens, documents and settings with you to the way you work. These workshops are free.
You only pay if you decide to continue, and prices are shown before you start on the pricing page (in French).
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