How to Handle Perfoma Invoices: A Comprehensive Guide


Handling perfoma invoices can be a complex task for businesses. It involves printing out invoices before jobs are complete, which are necessary for declaring custom duty clearing purposes. In this guide, we will explore various methods and solutions for effectively handling perfoma invoices, ensuring smooth operations and compliance with customs regulations.

Understanding Perfoma Invoices

A perfoma invoice is a preliminary invoice that is issued before the completion of a job. It serves as a proforma document for customs clearance and is used to declare custom duties. Businesses often need to generate perfoma invoices to ensure a smooth flow of goods across borders and comply with import and export regulations.

Creating Customized Reports

One approach to handling perfoma invoices is by customizing reports within your business management software. By creating a customized report for pack slips and linking it with order details, you can print out perfoma invoices directly from the system. This allows for efficient and accurate documentation of goods for customs purposes.

However, it is important to note that some systems may have limitations or bugs that can affect the functionality of linking the invoice to the order details. In such cases, alternative solutions may need to be explored.

Utilizing Miscellaneous Shipment Printouts

Another option for handling perfoma invoices is to utilize the miscellaneous shipment printout feature within your business management software. This feature allows you to print out documents related to the shipment, including perfoma invoices.

Before opting for this method, it is crucial to ensure that the quantity of the shipment is not affected by the miscellaneous shipment entry. It is recommended to thoroughly test this feature to ensure accurate and reliable perfoma invoice generation.

Modifying Existing Forms

Modifying existing forms, such as the order acknowledgement form, can also be an effective solution for generating perfoma invoices. By adding additional customs information in user fields within the order entry, you can create a customized proforma customs invoice.

This method provides flexibility and allows for customization according to specific customs requirements. It is important to ensure that the necessary customs information is accurately captured in the modified form to avoid any issues during customs clearance.

Advanced Billing and Invoicing

Using an advanced billing and invoicing system can streamline the process of handling perfoma invoices. By utilizing a system that supports advanced billing features, you can easily generate perfoma invoices and print them out before the job is complete.

One advantage of this method is that it allows for seamless integration with your existing business management software. It provides a comprehensive solution for managing and tracking perfoma invoices, ensuring efficient customs clearance processes.

Creating Separate Warehouses

For businesses dealing with frequent international shipments, creating separate warehouses for customs holding facilities can be a viable solution. This allows for better tracking and management of goods in transit, ensuring compliance with customs regulations.

By moving stock from the main warehouse to the customs warehouse, businesses can maintain accurate records and generate perfoma invoices based on the warehouse transfer information. This method provides a systematic approach to handling perfoma invoices and streamlines the customs clearance process.

Utilizing External Software Solutions

In some cases, businesses may opt to utilize external software solutions specifically designed for handling perfoma invoices and customs clearance processes. These software solutions often offer advanced features and functionalities that cater to the unique requirements of international trade.

When considering external software solutions, it is important to evaluate their compatibility with your existing business management software and ensure seamless integration. Additionally, assessing the reputation and reliability of the software provider is crucial to ensure a smooth implementation process.

Best Practices for Handling Perfoma Invoices

To effectively handle perfoma invoices, businesses should adopt the following best practices:

  1. Maintain accurate and up-to-date records of all shipments and related documentation.
  2. Regularly review and update customs information to ensure compliance with changing regulations.
  3. Thoroughly test any customized reports or modified forms before implementing them for perfoma invoice generation.
  4. Establish clear communication channels with customs authorities to address any queries or concerns promptly.
  5. Train relevant staff members on the proper handling of perfoma invoices and customs clearance procedures.
  6. Regularly review and update internal processes to enhance efficiency and accuracy in handling perfoma invoices.


Handling perfoma invoices is a crucial aspect of international trade and customs clearance. By implementing effective strategies and utilizing appropriate software solutions, businesses can streamline the process and ensure compliance with customs regulations. It is essential to stay updated with the latest industry trends and best practices to maximize efficiency and minimize delays in customs clearance.


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