Proforma vs. commercial invoice: Which one to use

Choosing between a proforma invoice and a commercial invoice depends on your business needs and where you are in the sales process. While both documents facilitate transactions, they serve very different purposes. Understanding the differences between these two types of invoices ensures your business stays compliant, professional, and efficient.

Proforma invoice vs. commercial invoice

Proforma and commercial invoices are similar, but the key difference lies in their purpose: Proforma invoices are preliminary estimates, while commercial invoices are finalized bills of sale. In more detail:

• Proforma invoice: A draft or estimate of a transaction sent to the buyer before the sale is finalized. It provides a description of the goods or services requested, as well as associated costs and payment terms. Proforma invoices are not legally binding.
• Commercial invoice: The final bill of sale issued after a transaction is confirmed. It acts as a legally binding document and includes detailed information on the goods or services provided, along with accepted payment methods, terms, shipping costs, and estimated delivery dates.

At a glance: Key differences compared

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Proforma invoices are ideal for setting expectations, while commercial invoices are crucial for closing deals, maintaining compliance, and proper invoice processing. Using the correct document ensures smoother business operations and better client relationships.

Do you always need to transition to a commercial invoice?

Not every proforma invoice requires transitioning into a commercial invoice. Proforma invoices are often used in preliminary discussions, especially for international transactions or early negotiations.

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However, once a deal is confirmed, a commercial invoice is typically required to finalize the sale and for proper recordkeeping. For international shipments, a commercial invoice is essential for customs clearance and legal compliance. For domestic sales, it depends on the transaction type and legal requirements in your industry.

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When in doubt, transitioning to a commercial invoice ensures professionalism, accuracy, and compliance, protecting both your business and your clients.

Automate invoices in minutes with Ramp Bill Pay

Whether proforma or commercial, invoices are essential for managing transactions. Ramp’s modern invoicing software streamlines the entire process, making it faster and more efficient from invoice creation to payment.

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Here’s why Ramp Bill Pay makes processing invoices easier:

• Time savings through automation: Automate invoice creation, tracking, and approvals to spend less time on manual tasks
• Seamless integration with ERPs: Sync directly with QuickBooks, NetSuite, and other platforms to keep your financial data connected and accurate
• Real-time visibility into cash flow: Get instant updates on payment statuses, helping you stay on top of your finances

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Ramp ensures your invoicing process is efficient and hassle-free. Learn more about how Ramp’s AP automation software has teams doing a month’s worth of AP in minutes.