You can activate this feature for free from Gems in the Holded Store. Learn here how to create a pro forma invoice in Holded.
How to get there
- Access Sales from the toolbar
- Select Pro formas
Managing your list of pro formas
From this list, you can check all the pro formas that you have previously created or imported, as well as perform multiple additional actions.
Remember that a pro forma invoice has no effect at the accounting level, therefore, the documents in this list won't generate entries in your General ledger.
Customize the view
Holded allows you to customize how to consult the list of your quotes in order to have at your fingertips all the data that you need the most.
- Click the two-column icon just below the export button
- Check the boxes of those items that you want to be displayed in the columns of the list, by choosing from:
| Date | The date of issue of the quote |
| Num | The por forma document number |
| Client | Name of the contact registered in Holded |
| Description | The concept of the first pro forma line |
| Tags | Labels assigned to your documents |
| Account | The sales accounting account |
| P. Method | The payment method linked to the quote |
| Subtotal | The tax base (quantity x price without taxes) |
| IVA | Total amount of taxes |
| Retention | Total amount of withholdings |
| Employees | This field is not available for this list |
| Rec. de eq | Equivalence surcharge |
| Total | Total amount, taxes included |
| Billed | Total amount collected |
| Billed | Status of the pro forma (Pending or Invoiced) |
It is not possible to change the order of the columns, however you can organize the information in ascending and descending order.
Use default segments
You can narrow your searches using the available segments and filters
Use predefined filters
- Go to the drop-down menu on the upper left side
- Select the segment you want to visualize, by choosing from:
| All | All generated pro formas are displayed |
| Billed | Only the fully paid pro formas are shown |
| Not billed | Only the pro formas pending of payment are shown |
| Partially billed | Se muestran aquellas proformas que no se han pagado de forma completa |
| Approved | Se muestran únicamente las proformas aprobadas |
| Not approved | Se muestran solo aquellas proformas que no han sido aprobados |
Use predefined filters
- Click on + Filter
- Select one or more of the available filters:
| Status | The statuses correspond to the majority of the main segments: Pending, Accepted, Cancelled |
| Billed | This filter indicates whether a pro forma has been invoiced or if it has been partially billed |
|
The email related to the pro forma. It may appear as Not Sent, Sent, Read |
|
| Sales channel | To filter those pro formas assigned to specific accounting accounts |
| Subtotal | To view those pro formas whose amount is Equal to, Greater than, or Less than a specific amount |
| Document numbering | To view only those pro formas that correspond to a previously created numbering |
| Approved | To distinguish between those pro formas that are approved or not |
| Payment method | To view those pro formas with a specific payment method |
Save custom filter combinations as segments
- Make your filter selection
- Click Save segment
- Name your new segment
- Hit OK
The new segment will be accessible from the drop-down menu.
You can also use the search bar to query by keywords, or use the time selector to limit the results to a defined time range.
Execute actions in bulk
- Select multiple quotes from the list by checking the boxes on the left
- Choose the action in bulk to perform from the bottom bar
| Dropbox |
In case you have integrated Dropbox, your pro formas will be uploaded to the indicated folder |
| G Drive |
In case you have integrated Google Drive, your pro formas will be uploaded to the indicated folder |
| P. Method |
To assign a payment method to your pro formas among those configured in your Holded account |
| Download PDF |
To download the selected pro formas in PDF format |
| Send | To send the pro formas by email to the related contacts |
| Status | To change the billing status of multiple pro formas |
| Sales channel | To assign a sales accounting account |
| Convert |
To convert your pro formas into invoices, tickets, waybill, quotes or sales order |
| Approve |
To approve multiple pro formas |
| Delete | Pro formas will be deleted and won't appear on the list |