The Proforma Invoice feature in Track-New Service CRM Software allows you to create preliminary invoices that outline the products or services to be delivered to a customer. This feature is useful for businesses to provide a quote or an estimate to customers before a final sale or service agreement.

Proforma invoice Feature: Step-by-Step Guide

Here’s a step-by-step guide on how to create and manage proforma invoices in Track-New Software.

1. Creating a Proforma Invoice

To create a new proforma invoice in Track-New Software, follow these steps:

• Step 1: Log in to your Track-New Software account and navigate to the “Proforma Invoice” section from the main dashboard.

• Step 2: Choose between B2C (Business to Consumer) or B2B (Business to Business) based on your customer type. This will adjust the form fields according to the transaction type.
• Step 3: Search for the customer’s name or mobile number using the search bar provided. You can add a new customer by clicking on the “+” icon if they are not already in your database.
• Step 4: Begin adding items to the proforma invoice by entering the product name, barcode, or item code in the “Item name / Barcode” field. Select the desired product from the dropdown list.
• Step 5: Specify the quantity for each item. The software will automatically calculate the stock available, price per unit, applicable discounts, tax, and subtotal for each item.
• Step 6: As you add items, the “Total Quantity,” “Total Amount,” “Shipping Charge,” “Total Discount,” and “Grand Total” will update in real-time at the bottom of the screen.
• Step 7: You can adjust the shipping charges, apply additional discounts, or modify any taxes by clicking on the respective fields.

2. Sending the Proforma Invoice

Once the proforma invoice is ready, you have several options to finalize and send it:

• Save the Proforma Invoice: Click the “Save” button to save the proforma invoice. This action will store the invoice in the system, allowing you to retrieve it later for review or conversion to a final invoice.
• Save & Preview: By clicking “Save & Preview,” you can view a draft of the proforma invoice as it would appear to the customer. This option is helpful to ensure all details are correct before sending.
• Send Message to Customer: Check the “Send Message to Customer” option to automatically send the proforma invoice to the customer’s mobile number via SMS. This feature allows for quick and easy communication with your customers.

3. Converting a Proforma Invoice to a Final Invoice

If the customer agrees to the terms outlined in the proforma invoice, you can easily convert it to a final invoice. Here’s how:

• Step 1: Go to the “Proforma Invoices” section in Track-New Software and locate the proforma invoice you wish to convert.
• Step 2: Click on the invoice to open it. Review the details to ensure everything is accurate and reflects the agreed-upon terms.
• Step 3: Once you are satisfied with the invoice, click the “Convert to Invoice” button. This action will turn the proforma invoice into a final sales invoice.
• Step 4: The final invoice will now be listed under the “Invoices” section, where you can further manage it, including adding payments, issuing receipts, or sending it to the customer via email or SMS.

4. Managing and Tracking Invoices

Track-New Software provides robust tools for managing and tracking all your invoices, both proforma and final:

• Dashboard Overview: View all pending, sent, and converted proforma invoices from the dashboard to keep track of potential sales and follow up with customers.
• Invoice History: Access a detailed history of all actions taken on each invoice, including edits, conversions, and payments, ensuring complete transparency and accountability.
• Filters and Search: Use filters to sort invoices by date, customer, status, or total amount, allowing you to quickly find and manage specific documents.
• Reporting: Generate reports to analyze your sales, outstanding invoices, and customer payment trends to improve your business operations and financial planning.

By effectively using the Proforma Invoice feature in Track-New Software, you can streamline your sales process, improve customer communication, and manage your financial documentation more efficiently.