A pro forma invoice is a preliminary document issued before the final invoice. Please note: pro forma invoices should not include VAT.
To get started, follow the same steps as a standard invoice upload. Click here for more information on how to upload your invoice step by step.
When you reach the step to upload your invoice file by clicking Add Invoice:
- Select your pro forma invoice file.
- Indicate the invoice number.
Once uploaded, Candex will identify the document as a pro forma invoice.
You will receive an email confirming this and letting you know that a final invoice will be required to complete the process.
Submitting your Final Invoice
Once you're ready to submit your final invoice, you'll notice the Add Invoice button is still available. This is because pro forma invoices are not treated as final invoices — the order remains open until a VAT invoice is submitted.
- Click Add Invoice.
- A pop-up will appear with the following notice: Pro Forma Warning: This invoice should include the $XXX that was submitted in prior pro forma invoice(s): [link to pro forma(s)]
- Review the linked pro forma(s), then select and upload your final invoice file.
- Once uploaded, Candex will verify the document. If any changes are needed, the invoice will be rejected and you will be notified.
- After your final invoice is accepted, the process continues as normal.
Reminder Emails
If a final invoice has not been received 7 days after the order delivery date, Candex will send you an automatic reminder requesting the final invoice.
Checking Your Pro Forma Invoice and Payment Status
To track the status of your pro forma invoice and payment, follow the same steps as a standard invoice. Click here for more information.
You will be able to identify it as a pro forma invoice as it will show "Pro Forma Amount" on the right panel, and VAT will be 0.
Once you submit your final invoice, it will appear as a second payment request and will show the standard multi-VAT structure.