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QuickBooks Desktop does not have a dedicated proforma invoice feature, but you can create professional proforma invoices using estimates, custom invoice templates, or sales orders. A proforma invoice is a preliminary document sent to buyers before goods are shipped or services are rendered, detailing the expected costs, quantities, and terms of a transaction without creating an actual accounts receivable entry.
Proforma invoices are commonly used in international trade, wholesale transactions, and service businesses where clients need to see a cost breakdown before committing to a purchase. Unlike regular invoices, proforma invoices are not recorded as revenue and do not affect your accounts receivable balance in QuickBooks.
This guide shows three methods to create proforma invoices in QuickBooks Desktop, from the simplest approach using estimates to fully customized templates that match professional standards for international commerce.
Use Customers > Create Estimates in QuickBooks Desktop and customize the template title to say 'Proforma Invoice' instead of 'Estimate'. This creates a non-binding document that doesn't affect your financials.
Use Estimates as Proforma Invoices
Step 1: Go to Customers > Create Estimates. Fill in the customer name, date, items, quantities, rates, and any applicable taxes or shipping costs.
Step 2: To change the title from 'Estimate' to 'Proforma Invoice', go to Lists > Templates, right-click the estimate template, and select Edit Template.
Step 3: In the template editor, change the Title field from 'Estimate' to 'Proforma Invoice'. You can also add custom fields for shipping terms, delivery dates, and payment conditions.
Step 4: Save the template and use it when creating new estimates. The document will display as 'Proforma Invoice' when printed or emailed to customers while maintaining estimate functionality in QuickBooks.
Create a Custom Invoice Template
Step 1: Go to Lists > Templates and click Templates > New. Select Invoice as the template type.
Step 2: In the Basic Customization window, change the template Title to 'Proforma Invoice'. Adjust fonts, colors, and logo as needed.
Step 3: Click Additional Customization to add or remove fields. Add custom fields for international trade elements like Incoterms, HS codes, country of origin, and payment terms.
Step 4: When using this template, create the invoice but do NOT save it. Instead, use Print Preview to generate a PDF. This gives you a professional proforma document without recording a receivable. Alternatively, save and then void the invoice after sending.
Why Does This Problem Happen?
The absence of a built-in proforma invoice feature in QuickBooks Desktop is because the software is designed around US GAAP accounting principles, where proforma invoices have no accounting impact. Estimates serve the same business function — they communicate pricing to customers without creating financial obligations — which is why Intuit recommends using estimates as proforma equivalents.
International businesses often need proforma invoices with specific fields (Incoterms, HS codes, port of loading) that QuickBooks Desktop estimates do not include by default. Custom fields and template modifications bridge this gap, though businesses with heavy international trade volumes may benefit from dedicated export documentation software integrated with QuickBooks.