Convert a proforma to an invoice

The proforma has done its job and it's time for the invoice. Instead of building it from scratch, you convert the proforma: Filmo opens the invoice editor with its client, lines and prices, and brings its advance payments along, so the invoice already deducts what the client paid.

Landmark Venues paid the 50 % proforma in the portal. Converting it gives the invoice for that half, already paid. The other half of the wedding you invoice from the order: see Invoice part of an order: by period or percentage.

Before you start

• The proforma can't be «Canceled»: on a cancelled proforma, «Convert to» isn't offered.
• Convert one proforma per invoice. If you convert several at once, only one proforma's advance payments move to the invoice.

Convert the proforma to an invoice

1. Open the proforma Open the Landmark Venues proforma.
2. Click «Convert to» It's in the header. Choose «Invoice».
3. Choose how much to invoice The «Create invoice» window shows the proforma's total. In «Document type», choose «Complete», «By period» or «By percentage». If the proforma was already partial and you leave «Complete», the invoice keeps the proforma's mode.
4. Click «Create» The invoice editor opens with the proforma's client, addresses, lines, discounts, taxes, currency, order and project.
5. Review and save the invoice Save it like any invoice. Until you do, nothing changes.

What happened

• The invoice is linked to the proforma. It's listed under «Derived invoices» in «Related documents» and in the list's «Invoiced» column, and the invoice shows the proforma as its source.
• The proforma's payments that weren't on another invoice moved to the invoice and no longer count as free advances. Security deposits don't move.
• The invoice takes the proforma's dates.
• The proforma didn't change status and isn't marked as invoiced.

What happens next

The invoice carries on in Invoices, where you approve it, send it and collect the rest. See How invoices work.

Other ways to convert

Several proformas into one invoice

Select them in «Sales» → «Proformas» and choose «Bulk actions» → «Convert to» → «Invoice». The window adds up their totals, and the editor groups the lines into one section per proforma, titled with its number. Only one proforma's advance payments move to the invoice, and the invoice takes that proforma's dates: assign the others' payments to the invoice in Treasury afterwards.

Convert a proforma to a quote

Choose «Convert to» → «Quote». The quote editor opens with the proforma's content. No payment moves, and the quote is listed in the proforma's «Derived quotes».

If something looks wrong

Fix advance payments missing from the invoice

The invoice comes out with a higher balance than you expected, because some advance payments stayed behind. This can happen if:

• You converted several proformas at once. Only one proforma's payments move.
• The payments ticked in «Assign payments» weren't assigned when the proforma was created. Filmo doesn't warn when that fails.
• The same quote payment shows on several proformas. It moves only to the first invoice that takes it.
• The money was a security deposit. Deposits don't move to the invoice.

1. Check each proforma Open its «Advance payments» card and see which payments are still there.
2. Assign them to the invoice In Treasury, assign the remaining payments to the invoice.
3. Check the invoice Its balance now deducts them. See How payments reach an invoice.

Fix a proforma invoiced twice

«Convert to» is still there after the first conversion, so the same proforma can be invoiced twice. Look at «Derived invoices» on the proforma: if there are two and only one is right, void the extra one in Invoices. See Void an invoice.

If you see an error

Related resources

• Create an invoice from an order
• How payments reach an invoice
• Take an advance payment on a proforma
• Void an invoice