Create a proforma invoice in B2Brouter

To create a proforma invoice, go to the Income section of the main top menu and click on Proforma in the left-hand sidebar.

Once in this section, select the option Create proforma invocie:

On the next page, there is a dropdown where you must select the contact you wish to invoice. If you do not have any contact registered, add a contact.

Finally, select the option Continue to start creating the invoice.

General data

Next, you access the General data section, where you can add general data such as the number, date, etc. to the invoice:

Fields marked with an asterisk are mandatory.
In this section, you can add manually or select other codes such as DIR3, DIRE, etc.
Activate the More options button at the bottom to add other information such as Contract number, Despatch number, File reference, etc.

Finally, use the Save option at the bottom left of the screen to save the invoice.

Access the next step from the Next button at the bottom right or from the menu.

Lines

From the Lines section you can add the information of the lines and select the taxes of the invoice.

Start creating the lines:

In Name of the product or service, add the concept or description of the product or service you want to add to the line.
In Quantity, add the quantity of the product or service you wish to invoice.
In Units, select the most appropriate size for the product or service.
In Unit price, add the unit price of the product or service you are adding to the line. At the end, the system calculates the result.
Under each line you find the option Add item from catalogue, which allows you to create the lines easily using the information from your catalogue created in B2Brouter.
Use the Add line option to add as many lines as you need in the invoice.

To add more information about a line, use the three dots icon to the right of each line.

In the dropdown, select More options.
Here you can add more detailed information about the line in question, such as now the identifier, discount, additional charge, etc.

To delete the line, in the same drop-down select the Delete option.

You can also Add a discount or Add an additional charge to the invoice total:

Add discount

Click on the option Add discount and activate the button.
In Discount description, add the concept or description of the discount you wish to apply.
In Discount amount, add the amount you wish to apply.
This amount can be in currency or in percentage, something you must select through the drop-down menu.

Add additional charge

Click on the option Add additional charge.
Under Reason for charge, add the name or reason.
In Amount of charge, add the amount you want to apply.
This amount can be in currency or as a percentage, which you will need to select via the drop-down menu.
Check the Apply taxes box if you want the taxes on the invoice to be applied to the surcharge as well. Otherwise, they are not applied.

Taxes

In this section, select the taxes to be applied to the invoice. To apply different taxes on each line, use the Apply per line button.

Once you have completed these steps, you can access the next section using the Next button or from the side menu.

Other

In this section, you can add an Invoice note or a Legal note. The information you add is reflected in the invoice footer. You can also attach files to your invoices, as well as add delivery information for your goods.

Additional documents

From the Additional documents section, you can add an attachment to the invoice:

Use the Select Files option to browse for the file on your system.
Select the file on your system and it is uploaded to B2Brouter.
Use the Save button to save the changes to the invoice and upload the file.
You can also add an optional description of the attached file.

You can attach a link to the invoice that directs to the document you want your customer to receive along with the invoice:

Use the option Add link to the file.
The option is activated where you can add the link to the file and a description.

Once you have attached the document, you can access the following section.

Delivery of goods

Activate the Add delivery of goods button to add the delivery information for the goods on the invoice.

Once you have selected the taxes and created the lines, you can access the next section.

Collection

From the Collection section, select the payment method, the account where you wish to collect the invoice and the due date, among other things:

In Payment method, select how you wish to collect the invoice.
Next, the Bank account dropdown is activated, where you can select the account where you wish to receive the payment. If you have not previously added the current account, you can do so using the Add bank account option.
Under Due date, select the due date you wish to apply to the invoice.

You can also set up invoice collection reminders to be sent to your customer:

Activate the Send due date reminder to customer button.
In the drop-down menu, select the number of days limit to send the reminder once the invoice is overdue.

From this same section, you can add more information to the invoice:

Add references, payments, withholdings.

Click on this option and fill in the necessary information to add references, payments and deductions to the invoice.

Add factoring assignment

Click on this option to open the form and add the information of the entity that manages the collection of this invoice.

Finally, once you have finished adding the details of all the sections of the proforma, save the changes and view the proforma using the option Save and preview.

Preview the document

Once you have generated the proforma, at the top of the document, you will see the main menu with the different options that allow you to manage it:

Send: Send the proforma once you consider it is correct. You do not need to do anything else.
Edit: Use this if you need to modify any data on the proforma.
More options:
- Duplicate proforma invoice: Duplicate the file.
- Mark as sent: Manually change the status of the proforma invoice as sent.
- Mark as invoiced: Manually changes the status of the proforma invoice as invoiced.
- Delete: Deletes the proforma invoice.
- Download button: Located in the upper left-hand margin of the proforma invoice. Download the proforma file to your system.

Once the proforma is sent, you can convert it into an ordinary invoice with the Invoice button.

In the top left corner you can see the updated status of the proforma. After sending it, you cannot change this status.

In addition, at the bottom of the proforma you will find the sections of:

Activity, where you can see all the modifications made to the proforma and the related notifications.
Comments, where you can write an annotation in reference to the proforma. This comment can be private or public (your customer will also see it if you are sending the invoice to another B2Brouter account), if you check the box Public comment (show in the other company).