How to create proforma invoices?

Welcome to the Community space, @Ferbric. We're glad you chose us to help you with this concern. Rest assured, we'll provide insights to guide you about recording transactions that can't affect your accounts receivable.

To avoid affecting it, we suggest you create an estimate instead of a proforma invoice. Estimates are non-posting transactions that track your work proposals without impacting your accounts. They are similar to invoices but serve as quotes or bids for the work you plan to do.

Follow these steps to create an estimate:

1. Click + New, then select Estimate.
2. Choose + Add customer. Then select a customer from the dropdown. To add a new customer, click +Add new, enter the customer info, and hit Save and close. 
3. Select the dropdown in the Product or service field and add the products or services to the estimate. To add a new product or service, select + Add new, enter the info for your product or service, and select Save. 
4. Once you save a rate for your product or service, it automatically displays in the Amount column. Add or adjust the quantity or amount as needed. 
5. “Pending” is the default status of a new estimate. If you need to edit the status, select the Pending dropdown and choose a different status. 
6. If done, select Save.

Moreover, you can follow the Step 2 in this article to update your estimates status.

In recording the paid invoices, we recommend reaching your accountant to assist you further. Note that to ensure your sales records in QuickBooks are accurate, you must match them with the actual transactions.

Additionally, we'll leave this link as your reference on how to record customer and vendor payments in QuickBooks Online (QBO): Understand the difference between invoices, sales receipts, bills, and statements in QuickBooks Online. 

You're always free to Reply to this post if you have more questions about recording transactions in QBO. We're always ready to assist. Take care, and have a great day!

@Ferbric 

An Estimate functions like a pro forma invoice but it's best to create a custom estimate form called 'Pro Forma Invoice' so your customer doesn't receive an 'Estimate' because that obviously doesn't look professional.

To do that, go to Settings > Custom form styles > New style > Estimate > Content.  Click on the top box (header), under Form, change the form name from Estimate to Pro Forma Invoice.