A proforma invoice is a provisional presentation of a proposed transaction, not the final invoice. A customer, bank, freight agent or particular procedure may request it. Its value comes from recipient-specific clarity; its safety comes from a separate reference, a “not an invoice” notice and later replacement by the real invoice.
Before downloading
- The pack has guidance, blank form and fictional example.
- Word suits one-off edits.
- Excel calculates lines and totals to check.
- PDF freezes a version for review and sending.
- Keep a separate PRO series.
- Example rates are illustrative.
- A final invoice remains necessary.
- Customs and banking requirements are file-specific.
1. Download the template
All three formats contain the same blocks: visible nature, parties, reference, date, source, lines, totals, terms and caution. The zero identifiers and Atlas Demo names are fictional.
| Format | Good use | Check |
|---|---|---|
| Word | Custom clauses and presentation | Recalculate amounts |
| Excel | Multiple lines and calculations | Formulas, rounding, rates |
| Send a fixed version | Keep source and PDF | |
| Software | Repeat, number, convert | Test required title/fields |
- Downloads: Download Word · Download Excel · Download PDF
Never issue the filled example. Duplicate the blank and validate sector fields.
2. Complete each block
The recipient must identify the transaction without mistaking the document for a tax invoice.
- Write PROFORMA INVOICE and NOT AN INVOICE.
- Give PRO reference and date.
- Identify seller and recipient.
- Copy assigned identifiers only.
- Describe goods/services, units and quantities.
- Show prices, discount, estimated tax treatment and currency.
- Add origin, transport, weight or incoterm only if required.
- Set validity and payment/delivery terms.
- Name the requested process/use.
- Plan the final invoice and link.
| Block | Fictional example | Error |
|---|---|---|
| Title | PROFORMA INVOICE — NOT AN INVOICE | INVOICE only |
| Reference | PRO-2026-0042 | F-2026-0042 in fiscal series |
| Source | QUO-2026-0038 | No link |
| Line | 2 DEMO-A equipment units | Goods |
| Validity | Until 15/09/2026 | No date |
| Next | Final invoice after operation | Use proforma to close |
VAT treatment in the template is educational. Validate rate, exemption or non-liability.
3. Customs, bank and customer are different requests
No universal list is sufficient for every file.
| Recipient | May request | Confirm |
|---|---|---|
| Customer | Price, validity, delivery, payment | Acceptance or information |
| Bank | Parties, object, currency, details | Exact process/documents |
| Freight agent | Goods, origin, weight, transport | References and links |
| PortNet/CoC | Proforma at relevant pre-assessment | Eligibility/stage |
| Accountant | Reference and reconciliation | Excluded from invoice series |
| Sales | Version and follow-up | Final replacement |
In the cited CoC process PortNet distinguishes proforma at pre-assessment and final invoice later. Read current instructions for the product on filing day.
What the template does not prove
It proves neither customs acceptance, product compliance, bank payment, booked sale nor tax filing. It structures information. File actors validate substance and evidence.
4. From proforma to final invoice
Keep the sent proforma, response and version. Once real, compare recipient, quantities, currency, transport, discounts, tax and dates. Explain differences before issuing the invoice.
Do not rename PRO-2026-0042 as F-2026-0042 in place. Create the invoice, allocate its next number and reference the proforma. Then follow invoice checks and retention controls.
If it came from an accepted quote, retain that acceptance too.
5. What BelloPOS can do
BelloPOS Pro uses its quote type as the proposed/proforma-style document. It prints the non-invoice notice, retains validity and converts to sales order, delivery and invoice without retyping.
| Need | BelloPOS | Boundary |
|---|---|---|
| Offer | Separately numbered quote | User title is quote |
| No confusion | Not-an-invoice notice | Review PDF |
| Conversion | Customer and lines retained | Validate reality |
| Dedicated proforma | Use external template if title required | No advertised separate type |
| Customs/bank | Export useful document | No file integration |
| Invoice | Controlled issue | Human tax treatment |
Test the recipient’s request. The BelloPOS quote fits many offers; an international-trade file may require the dedicated model and added fields.
Mistakes to avoid
- Omitting non-invoice notice.
- Consuming invoice number.
- Leaving fictional identifiers.
- Assuming VAT.
- Claiming customs compliance.
- Overwriting sent version.
- Renaming instead of creating invoice.
- Forgetting final document.
Frequently asked questions
Is a proforma mandatory in Morocco?
Not universally. Particular processes may request it; check the exact file.
Is it an accounting invoice?
It does not replace the final invoice by title. Retain it commercially and classify with the accountant.
Which number?
A commercial PRO reference separate from the continuous invoice series.
Should VAT appear?
Present validated estimated treatment useful to the recipient; example rates are illustrative.
Is it enough for customs?
Not by default. The procedure may require other evidence and a final invoice later.
Does BelloPOS generate a distinct proforma?
It generates a quote/proforma-style document with non-invoice notice; a separate proforma type is not advertised in the checked version.
What to take away
A good proforma is useful because it is precise and safe because it cannot be confused with an invoice. Separate title, series, use and final step.
Sources
The figures and rules quoted above come from these pages, read on the date given in the article.
- PortNet, certificates of conformity (CoC) workflow, read 30 August 2026
- Moroccan General Tax Code 2026, DGI, read 29 August 2026
- BelloPOS quotes, orders, deliveries, invoices and credit notes, read 29 August 2026
Download, then test
Complete a fictional file, ask for recipient fields and compare it with the BelloPOS quote workflow.
Read next
Other practical guides on the same subject: