Confirm or cancel a proforma
Click the «Status» badge to record the client's answer. After invoicing, set it yourself, because Filmo doesn't close it. Deleting is permanent.
People with the «Sales» permission in edit mode. With view mode you can open, download, print and send proformas, but not change them.
Not every client answers in the portal. Landmark Venues might confirm by phone, or the wedding might fall through. Either way, you record the answer yourself by changing the proforma's .
Confirm the proforma
- Open the proforma On its page, find «General information».
- Click the «Status» badge It shows the current status, for example «Pending».
- Choose «Confirmed» The change applies at once.
No reason is asked and nothing locks. The change is recorded in the proforma's history and can start a workflow. See Start a workflow when something happens in Filmo.
What confirming changes
- The client can no longer sign or decline it in the portal, but can still pay it.
- The order and the quote it came from don't change. Reserve the order separately when the job is on.
- The order's other proformas don't change.
Cancel the proforma
Do the same and choose «Canceled». Use it when the client declines or the job doesn't go ahead.
- «Edit» and «Convert to» disappear from the proforma page. The list still offers «Edit» in the row menu and «Convert to» in «Bulk actions».
- The client can no longer sign, decline or pay it in the portal.
- You can set it back to «Pending» or «Confirmed» whenever you need.
Close the proforma after invoicing
Filmo doesn't close it for you
Converting a proforma into an invoice doesn't change its status. Until you do, it can still be edited, signed, paid in the portal and converted again. After invoicing, set it to «Confirmed» or «Canceled». A «Confirmed» proforma with no payment can still be paid in the portal; a «Canceled» one can't.
Reopen a proforma
Set it back to «Pending», and the client can sign, decline or pay it in the portal again. If its date has passed, the portal still won't let them: edit the proforma and set a later date.
Other ways to change the status
From the list
In «Sales» → «Proformas», use the dropdown in a row's «Status» column.
Several proformas at once
Select them and choose «Bulk actions» → «Change status to». Filmo tells you how many were updated and how many failed.
With NEO, the API or a workflow
They can change the commercial status too.
Delete a proforma
Cancel rather than delete
Deleting doesn't undo a proforma's links. The quote it came from still lists it, the invoices made from it keep the reference, and its in Treasury still point to it. If it has payments, reassign them in Treasury first, or set it to «Canceled» instead.
- Click «Delete» It's in the proforma page's «⋯» menu, in the row menu of the list and in «Bulk actions».
- Check the proforma «Confirm deletion» shows its number, client and amount, and warns that it can't be undone.
- Confirm The proforma is deleted.
- You can delete a proforma in any status, even confirmed, paid or already invoiced.
- It leaves the list and the order's «Documents» card. Its number isn't used again, so its has a gap.
If you see an error
| What happens | What to do |
|---|---|
| The proforma page has no «Status» badge to click | Your «Sales» permission is in view mode. Ask for edit mode. |
| Error updating the status, and the status goes back | You don't have edit permission (the list shows the dropdown anyway), or your session expired. Ask for edit mode, or reload. |
| N succeeded, M failed | Some proformas couldn't be updated or deleted. Repeat the action on the rest. |
| An error when you delete | Reload the list: the proforma may no longer exist, or you may not have edit permission. |
Frequently asked questions
No. The proforma and the order are separate. Reserve the order when the job is on.
No. Deleting is permanent, so cancel the proforma instead if you might need it again.
Nothing in Filmo: it keeps its status. The client just can't sign, decline or pay a «Pending» proforma in the portal any more.