Imagine this scenario: A corporate client wants to book an exclusive retreat for 50 employees, but they need a detailed cost estimate before getting final approval. Or maybe a family is planning a private tour and wants to know exactly what they’re paying for before committing. How do you provide them with a clear, professional breakdown of costs that builds trust and moves the booking forward?
Enter the pro forma invoice—a tool that many tour operators overlook but one that can secure more bookings, streamline the sales process, and improve customer confidence before any payments are made.
By the end of this guide, you'll know:
- What a pro forma invoice is and how it differs from a final sales invoice.
- Why tour operators should use pro forma invoices.
- How to create a pro forma invoice step by step.
- How TicketingHub simplifies pro forma invoice creation.
Let’s dive in to know more!
What Is a Pro Forma Invoice & Why Should You Care?
A pro forma invoice is a preliminary invoice that outlines the estimated costs of a tour or activity before a booking is finalized. It’s a good faith estimate provided to a potential buyer, detailing the selling price, applicable taxes, and shipping costs.
It differs from a final sales invoice, which is a legally binding document issued after a confirmed sale. A proforma document, on the other hand, is a preliminary bill used to communicate a proposed transaction and does not legally require payment yet. It helps both parties agree on the payment terms, delivery dates, customs clearance requirements, and other sale terms in advance.
Pro Forma Invoice vs. Final Sales Invoice
Here's the key difference between a pro forma invoice and a final sales invoice:
While not a legally binding agreement, a pro forma invoice sets clear expectations and provides buyers with the necessary details to make an informed decision—making it an essential tool for tour operators in various booking scenarios. What are some of these?
When & Why Should Tour Operators Use a Pro Forma Invoice?
Using pro forma invoices in sales helps prevent misunderstandings and ensures a committed buyer before issuing a formal invoice. Here’s when they come in handy:
1. Group Bookings
Handling large tour groups requires clarity in pricing. A pro forma invoice provides a general idea of the selling price before the buyer confirms, making it easier for organizers to communicate final details with their group.
2. Corporate Retreats & Events
Businesses often require a formal request for pricing to get internal approval. A pro forma document speeds up the process by providing a legally required estimate that can be reviewed before the final invoice is issued.
3. Custom & Multi-Day Tour Packages
For tailored experiences, a pro forma invoice ensures all the details—such as financial value, applicable terms, and international shipping information—are clearly outlined before committing.
Using proforma invoices in these situations can boost conversion rates, reduce payment delays, and simplify customs clearance for international trade. But how can you create one?
What to Include in a Pro Forma Invoice (Step-by-Step)
Here's a step-by-step guide to creating a pro forma invoice, along with everything it should include:
- Include Your Business Information – Add your company name, logo (optional), business address, email, and phone number. This ensures the client knows exactly who the invoice is from.
- Add Buyer Information – Include the client’s name, company name (if applicable), email, phone number, and reference number to personalize and track the transaction.
- Assign an Invoice Number & Date – Keep invoices organized with a unique invoice number and the issue date. This is important for internal tracking and client records.
- Describe the Goods or Services – Provide a complete description of what’s included in the booking: tour type, number of participants, transportation, meals, tour guides, etc.
- Break Down the Estimated Costs – Itemize everything, including unit costs, totals, applicable taxes, shipping costs (if any), and the final estimated total.
- Specify Payment Terms & Due Date – Clearly state deposit requirements, due dates, accepted payment methods, and refund or cancellation policies.
- Include Customs or International Info (if applicable) – For international clients or services, include relevant customs purposes, taxes, and required documents.
- Set an Expiration Date – Make it clear how long the estimate is valid. This encourages clients to book before the offer expires.
Example Templates for Tour Operators
Below are three customizable pro forma invoice templates tailored to different types of tour bookings:
Small Group Tours
[Your Company Name]
[Your Address]
[Your Email & Phone Number]
[Your Company Logo (Optional)]
Pro Forma Invoice
Invoice Number: [0001]
Date: [MM/DD/YYYY]
Expiration Date: [MM/DD/YYYY]
Client: [Customer Name]
Tour Package: [Tour Name]
Participants: [Number of People]
Included Services:
- Guided tour
- Transportation
- Entrance fees
- Meals (if applicable)
Estimated Cost Breakdown:
- Tour Ticket (X participants): $XX per person = $XXX Total
- Transportation: $XX
- Tax (XX%): $XX
- Total Estimated Cost: $XXX
Payment Terms:
- Deposit required: [$XXX] due by [Date]
- Balance due: [$XXX] by [Final Payment Date]
- Accepted Payment Methods: [Bank Transfer, Credit Card, etc.]
Note: This is a preliminary document and is not a legally binding agreement.
The final sales invoice will be issued upon confirmation of booking.Corporate Retreats
[Your Company Name]
[Your Address]
[Your Email & Phone Number]
[Your Company Logo (Optional)]
Pro Forma Invoice
Invoice Number: [0002]
Date: [MM/DD/YYYY]
Expiration Date: [MM/DD/YYYY]
Client: [Corporate Client Name]
Event Name: [Corporate Retreat Name]
Number of Attendees: [XX]
Event Date: [MM/DD/YYYY]
Included Services:
- Team-building activities
- Conference space rental
- Accommodation & meals
- Transportation (if applicable)
Estimated Cost Breakdown:
- Accommodation (X nights): $XX per night = $XXX Total
- Event Space Rental: $XX
- Catering: $XX per person = $XXX Total
- Total Estimated Cost: $XXX
Payment Terms:
- Deposit required: [$XXX] due by [Date]
- Balance due: [$XXX] by [Final Payment Date]
- Accepted Payment Methods: [Bank Transfer, Credit Card, etc.]
Note: This pro forma invoice provides a cost estimate and is not legally binding.
Final costs will be confirmed before issuing the final sales invoice. Multi-Day Expeditions
[Your Company Name]
[Your Address]
[Your Email & Phone Number]
[Your Company Logo (Optional)]
Pro Forma Invoice
Invoice Number: [0003]
Date: [MM/DD/YYYY]
Expiration Date: [MM/DD/YYYY]
Client: [Adventure Group Name]
Expedition Name: [Expedition Name]
Duration: [X Days]
Number of Participants: [XX]
Included Services:
- Guided expedition
- Camping/lodging accommodations
- Meals & provisions
- Transportation to and from starting point
Estimated Cost Breakdown:
- Expedition Guide Fee: $XXX
- Camping/Lodging: $XX per night = $XXX Total
- Meals & Provisions: $XX per person = $XXX Total
- Total Estimated Cost: $XXX
Payment Terms:
- Deposit required: [$XXX] due by [Date]
- Balance due: [$XXX] by [Final Payment Date]
- Accepted Payment Methods: [Bank Transfer, Credit Card, etc.]
Note: This is a preliminary invoice and is not a legally binding agreement.
Final costs will be confirmed in the final sales invoice.
Creating detailed pro forma invoices like these can be repetitive and time-consuming—especially when handling frequent group and custom bookings. That’s where a comprehensive booking system comes in.
How TicketingHub Simplifies Pro Forma Invoicing
Creating pro forma invoices manually can be time-consuming. TicketingHub makes it effortless for tour and activity operators to generate, send, and track pro forma invoices, ensuring a seamless process for group and corporate bookings.
Why Choose TicketingHub?
- Automated Invoicing – Generate and send pro forma invoices instantly.
- Customizable Proforma Invoice Templates – Tailor invoices for group tours, corporate retreats, and multi-day expeditions.
- Seamless Booking Integration – Sync invoices with reservations for accuracy.
- Multi-Currency & Tax Support – Handle international bookings with ease.
With TicketingHub, operators can use invoicing software that secures bookings faster, streamlines payments, and enhances customer experience.
📍 Learn how to create and send pro forma invoices with TicketingHub. Read our guide on How to Use Provisional Invoices for Bookings.
Conclusion: Take the Guesswork Out of Pro Forma Invoicing
A pro forma invoice is more than just a preliminary document—it’s a powerful tool that builds trust, simplifies international trade, and ensures a smooth sales process. Whether you're handling group tours, corporate events, or multi-day excursions, a well-structured proforma invoice ensures all the details are clear upfront.
Why waste time creating pro forma invoices manually? Let TicketingHub do the work for you with automated invoicing, seamless integrations, and easy-to-use templates. Book a free demo today and see how effortless invoicing can be!
よくある質問（FAQ)
1. Is a pro forma invoice a legally binding document?
No, a pro forma invoice is not a legally binding document. It is a preliminary invoice that provides a complete description of the proposed transaction but does not create a binding agreement between the buyer and seller.
2. What is the difference between a pro forma invoice and a commercial invoice?
A pro forma invoice is a preliminary document that outlines the estimated costs and delivery dates before a transaction is finalized. A commercial invoice is a formal invoice used for accounting purposes and is a legally required document for customs and tax reporting.
3. Can a pro forma invoice be used as a final invoice?
No, a pro forma invoice cannot replace a final invoice. The final sales invoice is an official invoice that includes the same information but confirms the actual sale and requests payment.
4. Does a pro forma invoice include applicable taxes?
Yes, a proforma invoice includes all applicable taxes, estimated shipping costs, and payment terms, giving the buyer a general idea of the final amount due.
5. When should a business issue a pro forma invoice?
A business should issue a pro forma invoice before a purchase agreement is finalized, providing the buyer with a formal request for review before proceeding with the upcoming transaction.
