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
- Go to Sales from the navigation bar
- Click on Pro formas
- Open the three-dot menu (⋮), on the top right
- Select Import
This import template is also available following the path Control menu>Import>Sales
Importing pro formas
1. Download the import template
- In the pop-up window, click Download a sample CSV/Excel file
- Open the document you've just downloaded to see the format and work with it
If you prefer, you can always make a copy of the template and work on it to leave the original one intact.
2. Complete the template
Fill in the fields indicated below. The required fields are marked with an asterisk (*), while those that require a previous configuration in Holded are marked with a circumflex accent (^).
| Num. Document* | The number of your pro forma |
| Numbering format^ |
You can define this numbering from Settings>Invoicing>Documents |
| Date* | You must include it in dd/mm/yyyy format (day/month/year) |
| Due date* |
Set the due date |
| Description | Add a private description of the concept of the pro forma |
| Name of the contact | Include the name of the customer to whom the pro forma is addressed |
| NIF* |
It is important to include this field to relate the pro forma to the contact |
| Adresse | Enter the contact's billing address |
| City | The location of the contact's address |
| Postal code | The postal code of the contact's address |
| Province | The province where the fiscal residence of the contact is set |
| Country | The country where the fiscal residence of the contact is set |
| Concept* | The product names, one per line |
| Description | Add the visible information about the product |
| SKU* | Add the SKU of your product, through this field you will be able to relate the pro forma with items already registered on the platform |
| Price * |
The price per item, without taxes |
| Amount of units* | Add the number of units of the item |
| Discount | The discount percentage, if there is one |
| IVA%*^ | Write the VAT %. It is necessary to include the key of the tax that you will find in Settings > Invoicing> Taxes Example: If you need to include a 21% VAT, you have to indicate the following key: s_iva_21 |
| Retention | The additional retention |
| Rec. de eq. | Fill in this field if the pro formas contains an Equivalence Surcharge |
| Operation | Write the type of pro formas |
| Payment method ^ | Add the API Key of the payment method. First you will have to generate it in Settings>Developers and then, to finish the process, you will have to go to Settings>Invoicing>Payment methods, add a payment method and copy the number in blue that appears on the tab, right next to the icon of the plug. |
| Tags | Labels to be able to categorize your pro formas. They will need to be separated by a "-". |
| Name of the sales account | Customize the name where the pro formas for the same accounting account will be grouped |
| Sales channel account^ | The sales accounting account where your pro formas belongs. If you leave this column blank, the system will automatically assign the last account of each group. For example, if you have generated 11 Sales and Revenue ledger accounts, the 700000011 will be displayed. |
| Currency | The currency of the pro formas |
| Currency exchange | Fill in this field if you need to keep the currency change |
Once you have completed the template fields, save the spreadsheet in Excel or CSV format in order to import the information correctly.
3. Upload the template information to Holded
- From Pro formas, access the three-point menu (⋮) again
- Click on Import
- Hit the button Add file
- Select the spreadsheet or template you have previously saved
- Confirm the action