Open Billing → Accounts Receivable → Pro Forma. Use the pro forma invoice as a controlled review of work that may become an invoice.
Check the customer or account, included trips, service dates, amounts, taxes or additions, and any visible payment context. Compare the result with the originating reservations and the company’s billing policy.
New Pro Forma Invoice uses the company currency, and only trips in that currency are offered. Existing pro forma totals, paid amounts, and balances display the document’s currency.
Resolve unexpected items before advancing the billing workflow. A pro forma invoice is not a substitute for correcting the underlying reservation when the reservation itself is wrong.
Find past-due pro forma invoices
Filter the list by status: Draft, Open, Past Due, Paid, Converted, or Canceled. Past Due keeps pro forma invoices that still have a balance after their due date. The PAST DUE column shows the days overdue; select its header to sort the most overdue first.
Each pro forma invoice has a Collection activity card with Log activity, and a footer with Receive Payment and Charge card. Its PDF shows Paid, Balance Due, and, when remit-to details are set, Payment instructions, as an invoice does. See Review and manage invoices and Work past-due accounts in Collections.
Check conversion and correction rules
Settings → Business → Billing controls excluded trip statuses, whether billing periods follow pickup or completion date, and Pro forma invoice converts when: Any, Partially Paid, or Fully paid. Check the document’s payment state before converting it.
Issue emails, payment terms, date corrections, cancellation of paid pro forma invoices and required void reasons follow company settings. If an action is unavailable or rejected, review the displayed reason and the applicable rule; do not add a payment merely to bypass a conversion restriction.