Understanding how to properly send a Pro Forma Invoice followed by a Final Invoice is key to smooth invoicing. This article walks you through the process step-by-step, using Wello’s intuitive invoicing features.
What’s a Pro Forma Invoice?
A Pro Forma Invoice is essentially a draft invoice sent to a customer before the final invoice is issued. It allows the customer to review and confirm key details like the Purchase Order (PO) number.
Step-by-Step: Finding and Opening the Right Invoice
Before sending any invoice, you must locate or create the relevant invoice draft.
Step 1: Use the Invoice Search
Navigate to CRM > Invoices.
In the Account field, type the customer's name and select the right match.
Click Apply Filters.
Step 2: Open an Existing Draft Invoice
Scroll through the list of drafts.
Click the relevant draft (e.g., “Draft-11”) to open the invoice.
Step 3: Review Invoice Details
Once inside the invoice:
Confirm the customer info, pricing region, and other sections.
This ensures everything is accurate before sending a Pro Forma or Final Invoice.
Sending a Pro Forma Invoice
Step 1: Go to the Email Tab and Compose
Navigate to the Email tab.
Click on “Compose Email”.
Select “Send Pro Forma” when prompted.
(refer to screenshots attached below)
Step 2: Select or Create an Email Template
Wello allows you to use pre-defined email templates.
Your default template will appear automatically.
Need a new one? Click “Create New”.
You can also disable the template and type a custom email.
(refer to screenshot attached below)
Step 3: Fill in Email Details
Recipients
In the To field, add the customer's email.
Add colleagues via CC and private recipients via BCC.
Use communication tags like
@invoice_emailfor auto-complete functionality.
(refer to screenshot attached below)
Subject Line
Type a clear and relevant subject.
Add dynamic info using tags like
{{source_reference}}or{{source_type}}.
Email Body
Personalise it with tags like
{{company_name}},{{due_date}}, and{{invoice_total}}.Clearly explain the invoice purpose and any call to action (e.g., request for PO number).
Step 4: Add Attachments
Check the box to include the service report.
Your Pro Forma Invoice PDF is already auto-generated—click to preview.
You can also click “Add Attachment” to upload files manually.
(refer to screenshot attached below)
Step 5: Send the Pro Forma Invoice
Click Send Email. 🎉
Your draft invoice is now in the customer’s inbox and will appear under the Email tab for reference.
Adding the Purchase Order (PO) Number
Once the customer replies with a PO number:
Go to Invoice Information.
Enter the PO number into the PO Number field.
Click OK.
(refer to screenshot attached below)
📂 Review Past Communications and Documents
Under the Email tab, view all past communications—Pro Forma and other.
In the Attachments tab, download or view all related PDFs.
💡 Pro Tips
Use templates to save time.
Leverage communication tags for dynamic content.
Always preview attachments before sending.
Use the PO Number field before finalising any invoice.