Set Up WooCommerce Proforma Invoices

The WooCommerce Proforma Invoices plugin by WebToffee is an add-on to the WooCommerce PDF Invoices & Packing Slips (Free) plugin. This add-on enables store owners to generate and customize proforma invoices for WooCommerce orders automatically. This guide walks you through the essential configurations needed to get started with proforma invoices and generate fully functional proforma invoices for your store.

Before setting up the Proforma Invoice add-on, ensure the following:

1. Install and activate the WooCommerce PDF Invoices & Packing Slips (Free) plugin.
2. Install and activate the WooCommerce Proforma Invoices addon.
3. Fill in the basic store details.
   • If you’re installing both the free and pro plugins for the first time, a Setup Wizard will launch automatically when you navigate to the Invoice/Packing menu.
   • The wizard helps configure basic store details (store name, address, contact, etc.).
   • You can skip the wizard if preferred. If so, ensure that you manually configure the basic store details via Invoice/Packing > General Settings > General.

• From your WordPress dashboard, go to Invoice/Packing > Proforma Invoice.
• You’ll find two tabs: General and Customize.

• Choose one:
  • Order date – Uses the WooCommerce order date.
  • Proforma invoice created date – Uses the proforma invoice generation date.

Under Create proforma invoice automatically, select the order status(es) where the proforma invoice should be auto-generated.

Check the option to attach a PDF copy of the proforma invoice to order emails. This ensures customers receive the proforma invoice via email automatically when the related WooCommerce email is sent.

• Select where customers can access the proforma invoice:
  • My Account – Order list page
  • My Account – Order details page
  • Order email

• Choose a base format:
  • Order number or custom number
• You can add a prefix/suffix/date format if needed (e.g., PF-2025-[order_no])
• Define preferred number length (e.g., 4 will render 0025) and a starting number for the custom number series.

Preview the result in real-time in the Preview section.

Customize how products are displayed on the invoice:

• Group products by category
• Sort products – by name or SKU
• Show product variation data

Enable these options based on the level of detail you want to display.
To know more, check out this article: Sort Products in Proforma Invoice.

Add essential order information that may be required for shipping or internal records.

Provides necessary product details, beneficial for shipping. To know more, check out the following article: Add Product Meta to Proforma Invoice.

Include additional product information, such as material or dimensions, if relevant.

Clearly state that the document is a proforma invoice and not a final invoice, preventing misunderstandings.

Add any specific terms or notes related to the transaction or delivery.

• Choose a suitable format to name the generated proforma invoice PDFs. This helps maintain organized and easily searchable records.
• Use [prefix][order_no] format to name the PDF based on the WooCommerce order number (e.g., Proformainvoice_1234).
• Choose [prefix][proforma_invoice_no] to use the proforma invoice number instead.

Enter a recognizable prefix like Proformainvoice_ to appear at the beginning of every file name.To know more, check out this article: Add Custom Filename

Click Update Settings to save the configurations.

In the Customize tab, you can customize the appearance of your proforma invoices. The sample below displays a proforma invoice generated using the WooCommerce Proforma Invoices plugin.