Send a proforma invoice before the work begins

What a proforma invoice should include

A proforma invoice sets out a proposed price before a sale or assignment is completed. It helps Ghanaian small businesses discuss scope, seek purchasing approval or explain a deposit request. Label it clearly so the client does not mistake an estimate for proof of payment or a final tax invoice.

• Supplier business details, contact information and TIN where applicable.
• The prospective client’s name and the contact handling the quotation.
• A unique proforma number, issue date and a validity date stated in the notes.
• Itemised proposed goods or services, quantities and unit prices.
• Estimated applicable taxes, discounts, currency and the proposed total.
• Payment details, deposit terms, delivery assumptions and what the quoted scope excludes.

How to create one with Sikabill

1. Pick Proforma, enter both parties’ details and review the suggested number. Set dates that reflect the quotation and proposed payment schedule.
2. List the proposed work and prices. If you're VAT-registered, show VAT, NHIL and GETFund on separate lines; every rate is editable and you can add any custom levy. Explain any assumptions in the notes.
3. Add quote validity and agreed deposit terms, then review the preview and download the PDF for approval. When the work is ready to bill, switch to Invoice and check the new number, dates and final amounts before sending.

Sample proforma invoice

Example only: a VAT-registered events supplier proposes chair hire for a workshop in Tema, with VAT, NHIL and GETFund on separate lines. The client should confirm availability, scope and payment arrangements before treating this proposal as an order.

Check current rates and registration rules with GRA or your accountant.