Sending Pro-Forma Invoices to Customers in Odoo 18

Introduction

A pro forma invoice is a preliminary bill of sale sent to buyers in advance of a shipment or delivery of goods. It outlines the products, their quantities, and the total price. In Odoo 18, generating and sending pro forma invoices is a straightforward process integrated within the Sales and Invoicing modules. This feature is essential for businesses that require payment assurance or approvals before the final invoice is issued.

In this blog, we’ll walk you through the step-by-step process of creating and sending a pro forma invoice to a customer in Odoo 18.

Step-by-Step Guide to Send Pro-Forma Invoices in Odoo 18

Step 1: Activate the Sales and Invoicing Modules

   * Go to Apps.

   * Ensure that both Sales and Invoicing modules are installed.

   * If not, install them by clicking the Install button.

   * In the Sales module, go to Configuration > Settings and enable the checkbox for 'Pro-Forma Invoice.'

Step 2: Create a Sales Quotation

   * Navigate to Sales > Orders > Quotations.

   * Click on Create.

   * Enter the customer, quotation date, payment terms, and other required details.

   * Add products, quantities, and prices under the Order Lines section.

   * Once done, click on Save.

Step 3: Generate a Pro-Forma Invoice

    * Click the Send Pro-Forma Invoice button.

    * Odoo 18 introduces a new feature that lets you schedule the sending of pro forma invoices. Simply click the icon next to the Send button, select 'Send Later,' and choose your desired time.

    * In the scheduling wizard, you can either select a predefined time from a list for convenience or manually specify an exact date and time. Once you've made your selection, click 'Schedule' to confirm.

    * After scheduling, click the Send button, and the message details appear in the chatter. If needed, you can send it immediately by clicking 'Send Now,' edit the email template, or cancel the scheduled message by selecting 'Cancel.'

 
   * The user can click the attachment field and choose a file to send.

   * Clicking the three-dot button allows the user to insert a template.

   * Click the AI button to instantly generate content for your email. You can easily insert the generated text into your mail template.

    * After entering all the details, click the 'Send' button. You can view the details of the email sent to the customer in the Chatter.

Step 4: Convert to a Sales Order and Invoice (When Approved)

   * Once the customer approves the pro forma invoice:

   * Open the quotation.

   * Click Confirm to convert it into a sales order.

Conclusion

Pro forma invoices play a critical role in pre-sale communication and transaction planning. With Odoo 18, sending pro forma invoices is integrated seamlessly into your sales process. By following the above steps, businesses can easily send these preliminary documents to their customers, helping establish clear expectations and improving cash flow predictability.

Whether you're dealing with international trade or just need payment confirmation before dispatching goods, Odoo 18's pro forma invoicing functionality ensures a professional and efficient approach to customer communication.