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WooCommerce Proforma Invoices Plugin -Setup guide

Last updated on January 23, 2024

WooCommerce Proforma Invoice Plugin allows you to print, download, and customize proforma invoices for your store. The below image shows a sample proforma invoice.

Sample Proforma Invoice
Sample Proforma Invoice

Features of the plugin

  • Set up custom proforma invoice number with prefix/suffix/number series.
  • Customize the Proforma invoice using the inbuilt templates.
  • Append additional order or product meta details.
  • Include additional details like sales/transport terms and special notes.
  • Customize the proforma invoice PDF document name.
  • Select language preference for proforma invoices.

Prerequisite

This plugin is a premium add-on to the WooCommerce PDF Invoice, Packing Slips, Delivery Notes, and Shipping Label (free) plugin.

Getting Started

  • Firstly, install and activate the plugin.
  • From the WordPress dashboard, go to Invoice/Packing > Proforma Invoice.
    OR
  • Invoice/Packing > General Settings > Documents tab > Proforma Invoice Settings.
  • Installing the Proforma invoices add-on will add an Advanced tab to the General Settings page of the free plugin.

Advanced tab of General Settings

Navigate to Invoice/Packing > General Settings > Advanced to access the Advanced tab. The Advanced tab of the General Settings will look like this:

Advanced tab of General Settings
Advanced tab of General Settings

The following are the features offered by the Advanced tab:

  • Add additional fields on checkout page – This option helps you to add additional fields to the checkout page. By default, the plugin provides two additional fields ‘SSN’ and ‘VAT’. Click on the Add/Edit Custom Field button to add new fields to the checkout page.
  • Tracking number meta – The tracking number added by a third-party plugin can be shown on proforma invoices and other documents by adding its tracking number meta here.
  • Display state name – Enable to replace the state code with the state name in all address types. When enabled the state name will be shown on the documents instead of the state code.
  • Preview before printing – Enabling this option will show a preview of the document before actually printing it.
  • Enable RTL support – Enable to provide RTL support for documents. Use WebToffee’s mPDF add-on for better RTL integration.
  • Compatibility with Dokan plugin – Enable to use the vendor’s store address specified in the Dokan multi-vendor plugin as the From address in proforma invoices.

General Settings

Navigate to Invoice/Packing > Proforma Invoice to access the Proforma Invoice Settings page. The general settings tab allows you to configure the general proforma invoice settings. The following five sections group the plugin features.

  • General
  • Proforma invoice number
  • Product display
  • Advanced
  • Others
WooCommerce Proforma Invoice Plugin - General tab
WooCommerce Proforma Invoice Plugin – General tab

General section

This section details the general features of the proforma invoice.

Proforma invoice - General section
Proforma invoice – General section
  • Set proforma invoice date – You can choose between the order date or the proforma invoice created date.
  • Create proforma invoice automatically – Generates proforma invoices only for chosen order statuses. You can select multiple statuses based on your requirements.
  • Attach as PDF in order email: Enable to attach PDF version of the currently active proforma invoice template in the order email.
  • Show print button for customers – You will be able to display a print proforma invoice button for your customers on their My account page and order email.
  • Generate proforma invoice in: Choose a language preference for proforma invoice generation.

Proforma invoice number section

You can set up a custom proforma invoice number with prefix/suffix/number series or even mirror the order number as a proforma invoice number respectively.

General Settings - Proforma invoice number section
General Settings – Proforma invoice number section
  • Proforma invoice number format: Set a proforma invoice number format that includes a prefix, order number, or custom number, and a suffix.
  • Prefix: Enter a prefix that will be added at the beginning of the proforma invoice number. Click on ‘Choose date‘ and select any of the date formats or alphanumeric characters from the popup or select order date as the prefix.
Date formats
Date formats
  • Set the proforma invoice number using: Select between the order number or a custom number as the proforma invoice number.
  • Proforma invoice start number: Specify the starting number for invoices when custom number is chosen.
  • Suffix: Choose a suffix to add at the end of the proforma invoice number. You can use any of the date formats or alphanumeric characters mentioned above as a suffix by clicking on ‘Choose date‘.
  • Proforma Invoice number Length: Indicates the total length of the proforma invoice number.
Setting a proforma invoice number format
Setting a Proforma invoice number format

Update the proforma invoice number format settings by clicking on the Update Settings button.

Product display section

This section elaborates on the features that govern the grouping of product names on a proforma invoice.

  • Group products by ‘Category’ – Enable to group products based on category.
  • Sort products by – Sort products based on Name and SKU in the proforma invoice.
  • Show variation data below each product – To include variation data of the product in the proforma invoice, enable this option.

Advanced section

This section elaborates on the features that allows to append additional order or product meta details.

Advanced section - Proforma invoice
Advanced section – Proforma invoice
  • Order meta fields – This allows you to add additional order meta fields in the proforma invoice.
    • Click the Add/Edit Existing Order Meta field button to create custom meta fields. Input a custom Field Name and the respective Meta Key for the field. Get the order meta keys from the custom field section of the WooCommerce Order page.
    • Likewise, you can view, edit, or delete previously created order meta from the previously added tab.
Proforma Invoice Advanced section-Order meta fields
Proforma Invoice Advanced section-Order meta fields
  • Product meta fields –
    • This allows you to add meta fields related to the products in the proforma invoice product table. Click the Add/Edit Product Meta to add a new product meta field by providing a custom Field Name and the respective meta key for the field.
    • Likewise, you can view, edit, or delete previously created product meta from the previously added tab.
  • Product attributes –
    • To have product attributes in the proforma invoice, simply add them by using the Add/Edit Product attribute button.
    • Add new tab will give you options to specify the field name and the corresponding meta of the product attribute.
    • Likewise, you can view, edit, or delete previously created attributes from the previously added tab.
  • Custom footer for proforma invoice: Key in with a custom footer for the proforma invoice in the text area. If left blank, then the default footer from General settings will be loaded.
  • Special notes: Insert relevant notes that need to be added in the proforma invoice in the text area provided.
  • Transport terms – Add suitable terms and conditions related to the transportation of goods. It will appear below the product table in the proforma invoice.
  • Sale terms – Add suitable terms which will appear below the product table in the proforma invoice.

Finally, click on the Update Settings button

Customize Proforma Invoice

You can customize the proforma invoice using the inbuilt templates and modify them to suit your needs.

WooCommerce Proforma Invoice - Customize tab
WooCommerce Proforma Invoice – Customize tab

To create a new proforma invoice template,

  • Select a template from the Change layout option.
  • From the inbuilt templates that pop up, choose a layout.
Proforma Invoice -Inbuilt templates
Proforma Invoice -Inbuilt templates
  • The template displays sample data for customization. Users can make the necessary changes to the layout using the toggle options on the right.
  • You can even switch to the code editor, to make additional customizations other than the one listed in the visual editor.
  • While making changes via code editor it would be better for you to refer to the Help Guide(Invoice/Packing > General Settings > Help Guide) which briefs about some useful ‘filters’ that can be used to extend the plugin’s functionality.
  • Make the necessary modifications to the layout and save it.
  • After saving, activate the template to use it further for your proforma invoice.

Bulk print proforma invoice

You can print the proforma invoice for a given order by clicking the Print icon or the dedicated print buttons (enable it from Invoice/Packing > General Settings > General) in the Actions column on the orders listing page. While using the common print button, select the print option corresponding to proforma invoice. To print proforma invoices for multiple orders, select multiple orders from the WooCommerce orders page and print them via Bulk Actions.