Proforma Invoice Software for Exporters: Create, Revise and Convert to Orders
Create export proforma invoices from the lead, in the buyer's currency at the DGFT rate, revise them with versions, and convert the accepted proforma into an order — so the invoice and packing list match what the buyer approved.
Proforma invoice software for exporters should do more than print a PDF. The proforma is what the buyer's bank uses to open an LC and what the buyer pays an advance against — so its terms have to carry exactly into the order, the commercial invoice and the packing list.
In ExportCRM, proforma invoices are created on the lead, priced in the buyer's currency using DGFT exchange rates, and when the buyer confirms, the lead is converted to a customer and order with the same line items. See the proforma invoice guide for what a proforma must contain.
The problem
Where proforma invoices go wrong
Built in Word or Excel
Each proforma starts from an old file, carrying over stale terms and wrong buyer details.
Retyped into the invoice
The commercial invoice is typed again, and quantities, descriptions or prices drift.
Revisions get confused
Several versions circulate and nobody is sure which one the LC was based on.
Currency guesswork
Rates are taken from a website on the day, not consistently.
The solution
Proforma invoices that become orders
Created on the lead
Buyer, products and terms come from the lead and product masters.
Multi-currency at DGFT rates
Price in the buyer's currency with DGFT exchange rates refreshed automatically.
Incoterm, payment and validity
Standard terms on every proforma, editable per buyer.
PDF output
A clean, branded PDF ready to email or WhatsApp.
One-click conversion
Convert the lead to customer and order, with line items carried over.
Consistent downstream documents
Commercial invoice and packing list generated from the same order data.
How it works
From enquiry to confirmed order
Create the proforma
Pick the buyer and products; terms and currency fill in.
Send and revise
Send the PDF; adjust and resend as the buyer negotiates.
Convert on acceptance
One click creates the customer and order from the accepted proforma.
Why the proforma should live in the same system as the order
Under a letter of credit, the documents you present must match the credit, and the credit is usually built from your proforma. If the proforma, order and invoice are separate files, every one is a chance for a mismatch the bank will reject.
Keeping the proforma on the lead and converting it into the order means the agreed description, quantity, price and terms are the starting data for everything that follows — not something to be re-entered and checked.
Frequently asked questions
Can I create proforma invoices in foreign currency?
Yes. Proformas can be priced in the buyer's currency using DGFT exchange rates that ExportCRM refreshes automatically.
Can I convert a proforma into an order?
Yes. When the buyer confirms, the lead converts to a customer and order with the line items carried over.
Does the proforma include HS codes?
Product masters can carry HS codes so they appear consistently across proforma, invoice and packing list.
Can I send the proforma as a PDF?
Yes, as a PDF you can email or share.
Is a proforma the same as a commercial invoice?
No. A proforma is pre-shipment and is not used for customs; the commercial invoice is issued at shipment. See our guide for the difference.
How can I try it?
Book a free demo and the EasyWork Solutions team will show it on your own orders. WhatsApp +91 93277 55095 or email info@easyworksolutions.com.
Proformas that flow into orders
Book a free demo and create a proforma from one of your current enquiries.