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How to Manage Proforma Invoices and Invoices
Overview
In IXXO HUB, proforma invoices (PIs) offer a flexible way to send pre-invoice billing documents to customers. These can be configured to automatically convert into official invoices based on specific payment conditions—helping streamline your billing process while keeping full control in your hands.
Creating a Proforma Invoice
Proforma invoices can be quickly generated within IXXO HUB using your pre-configured settings, including:
- Customer details
- Product or service lines
- Pricing, taxes, and discounts
- Payment terms
This ensures your PIs are accurate and consistent without manual setup each time.
Automatic Conversion to Invoice
IXXO HUB gives you full flexibility to define when a proforma invoice should be converted into a standard invoice. You can choose from three automated conversion triggers:
- Unpaid
- Partially Paid
- Paid
How It Works:
- Once the selected condition is met, IXXO HUB will:
- Automatically convert the proforma invoice into a standard invoice
- Assign a unique invoice number based on your invoice numbering settings
- Save the invoice in your main Invoices section
- Retain the original PI in the Proforma Invoices section for reference
Examples:
Selecting "Partially Paid": The PI converts to a standard invoice once any payment (partial or full) is recorded.
Selecting "Paid": The PI converts only after full payment is received.
This allows for seamless transitions from draft billing to finalized invoices without manual intervention.
Invoice Number Assignment
For both manually created invoices and those auto-converted from PIs, IXXO HUB will assign an official invoice number only when the selected trigger condition is met :
- Unpaid
- Partially Paid
- Paid
This ensures numbering integrity and aligns with your compliance or internal policies.
Key Benefits:
- Fast creation of pre-invoice billing documents
- Full control over when PIs become official invoices
- Customizable trigger settings to match your business workflows
- Automatic numbering and record-keeping
- Clear audit trail—original PI remains accessible even after conversion
Updated on: 10/09/2025 10:00
