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Afaktury.pl  >> Pro forma invoice

Online pro forma invoice

Sales procedure designations
Selected sales procedures:
2026-10-22
2026-10-22
EORI
GUS Vies SMEO
The entity with the Tax ID is NOT registered as a VAT payer (data from MF.gov.pl)
The entity with the Tax ID IS registered as an active VAT payer (data from MF.gov.pl)
The entity with the Tax ID IS registered as a VAT-exempt payer (data from MF.gov.pl)
The entity with the Tax ID is NOT registered for EU VAT (data from VIES)
The entity with the Tax ID IS registered for EU VAT (data from VIES)
EORI
BL

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GUS

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GUS
The provided Tax ID is not an EU VAT number; the correct format is PL1234567890
The provided Tax ID was not found in the VIES database
Column settings

JPK field
GTU type
Discount
EAN
PKWiU
Invoice items
Deposit
0.000.000.000.00
Total weight kg
Margin type:
Total margin
VAT rate Net VAT Gross
Total 0.00 0.00 0.00
Net amount
VAT amount
Pre-tax amount
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Set as recurring document


23 October 2026

The e-mail address is optional. Recurring invoices will be sent to the provided e-mail address after prior approval each time.

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The start date cannot be earlier than tomorrow
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Set early-payment discount


2026-10-22
- gross early-payment discount amount:
2026-10-22
In how many days:
- gross early-payment discount amount:
Enter the early-payment discount
Enter the early-payment discount date
Total amount due 0.00
In words:
Including deposit: 0.00
PET deposit: 0.00
Aluminium deposit: 0.00
Glass deposit: 0.00
thousand,thousand,thousand||million,million,million||billion,billion,billion
zero,one,two,three,four,five,six,seven,eight,nine||ten,eleven,twelve,thirteen,fourteen,fifteen,sixteen,seventeen,eighteen,nineteen||twenty,thirty,forty,fifty,sixty,seventy,eighty,ninety||one hundred,two hundred,three hundred,four hundred,five hundred,six hundred,seven hundred,eight hundred,nine hundred
You must select a customer before selecting a branch
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Complete the data - Select a payment method
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Enter the vendor name
Enter the buyer name
Complete the data - Enter the issue date
Complete the data - Enter the place of issue
Complete the data - Enter the invoice number
The pro forma invoice has been added
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Complete the data - Enter the reason for correction
Complete the data - Enter the product name
Complete the data - Enter the product price
Complete the data - Select the VAT rate
Complete the data - Select the unit
The product has been added
according to the NBP average exchange rate table [number] dated [date].
Exchange rate: [rate] [currEx]/[multi][curr]
Net price
Gross price
Convert to net
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Gross price after discount
Data loaded and currency changed from [currOld] to [currNew]
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Save pro forma invoice

Payment history: i

Payment date Payment amount Payment method Notes
2026-10-22
Pro forma is a temporary, non-accounting document that announces the final document, usually a VAT invoice. When issuing a provisional document for the buyer using our pro forma software, its title must contain the information “Pro forma”. A pro forma may serve as a model or template for a subsequent VAT invoice or another accounting document.
A pro forma provides information about sales details and possible payments; it is an offer to conclude a transaction, a request for prepayment, or a proposal to issue a VAT invoice.

How to issue a pro forma invoice

Start by entering the document identification data: the pro forma number and the issue date, and, where applicable, the sale date. Specify the parties to the sale transaction: the seller and the buyer. Then list the proposed goods or services: name, quantity, unit of measure, net price, VAT rate, net amount, VAT amount and gross amount. Calculate all tax rates and totals: net, VAT and gross. Finally, provide the amount due in figures and words.
Add the proposed payment method and due date, specify the delivery or collection method for the goods or services, and, if needed, enter the persons authorised to receive and issue the document and any additional information.

Saving, printing and sending a pro forma invoice by e-mail

Save the issued pro forma invoice in the application. The saved document can be sent to the recipient by e-mail or saved as a PDF and printed.
To send it by e-mail, click "Send pro forma invoice", enter the recipient’s address, select the document type and language, and confirm with "Send document".
To create a PDF, click "Create PDF". As with e-mail delivery, you can change the document type and language.

VAT rates on a pro forma invoice

A pro forma contains the same data and information as an invoice because an accepted pro forma can be converted into an invoice.
The available VAT rates are therefore the same. You can issue a pro forma with 23% VAT, without VAT, with ZW, NP, 0%, or with any other required rate.
If the required VAT rate is unavailable, you can add it individually in Settings. This option is available with an active subscription. You can also set the VAT rate used most often as the default.

Pro forma invoice in a foreign currency

You can choose any currency for a pro forma invoice, and the conversion rate will be placed on the document automatically.
The conversion uses the current NBP exchange rate from the previous day. The following data is calculated and displayed automatically:
- exchange rate
- net and gross amounts and VAT in PLN
This is how, for example, a pro forma invoice in euros is created.

Pro forma invoice in English

When creating a pro forma invoice in a foreign currency, you can generate it in English or another language. The language is selected when sending the pro forma by e-mail or creating a PDF. All headings are translated; user-entered content is not translated automatically and should be entered in the desired language.

Online pro forma invoice

A pro forma created in the invoicing and document application is an online pro forma, treated as an electronic document. When issuing a pro forma online, you can be sure that it is correct and securely stored. The list of pro forma invoices is always available from any place and device. An invoice, advance invoice or bill can be created from an online pro forma with one click. An active account and subscription are required to use the application’s full functionality. Users with an active subscription can choose from various pro forma templates.
A pro forma template is simple and clear and can be configured individually. Select the print template under Settings -> Document appearance; issue the pro forma by clicking Issue document and choosing "Pro forma".
The pro forma printout is clear, readable and intuitive.

What does a pro forma invoice generated in afaktury look like?

Example of a pro forma PDF printout
:
[D]
The columns in the table correspond to successive fields in the Standard Audit File for Tax according to the specification published on the website of the Ministry of Finance.
Field names and descriptions from the specification:
LpSprzedazy - Row number in the VAT sales register
NrKontrahenta - Number used to identify the customer for tax or value added tax purposes
NazwaKontrahenta - Customer's full name or company name, Adres Kontrahenta - Customer address
DowodSprzedazy - Sales document number
DataWystawienia - Sales document issue date
DataSprzedazy - Sale date, if specified and different from the sales document issue date. Otherwise - empty field
K_10 - Net amount - Supply of goods and provision of services within the country, exempt from tax
K_11 - Net amount - Supply of goods and provision of services outside the country
K_12 - Net amount - including provision of services referred to in Article 100(1)(4) of the Act
K_13 - Net amount - Supply of goods and provision of services within the country, taxed at 0%
K_14 - Net amount - including the supply of goods referred to in Article 129 of the Act
K_15 - Net amount - Supply of goods and provision of services within the country, taxed at 5%
K_16 - Output tax amount - Supply of goods and provision of services within the country, taxed at 5%
K_17 - Net amount - Supply of goods and provision of services within the country, taxed at 7% or 8%
K_18 - Output tax amount - Supply of goods and provision of services within the country, taxed at 7% or 8%
K_19 - Net amount - Supply of goods and provision of services within the country, taxed at 22% or 23%
K_20 - Output tax amount - Supply of goods and provision of services within the country, taxed at 22% or 23%
K_21 - Net amount - Intra-Community supply of goods
K_22 - Net amount - Export of goods
K_23 - Net amount - Intra-Community acquisition of goods
K_24 - Output tax amount - Intra-Community acquisition of goods
K_25 - Net amount - Import of goods settled in accordance with Article 33a of the Act
K_26 - Output tax amount - Import of goods settled in accordance with Article 33a of the Act
K_27 - Net amount - Import of services, excluding services purchased from value added tax taxpayers to which Article 28b of the Act applies
K_28 - Output tax amount - Import of services, excluding services purchased from value added tax taxpayers to which Article 28b of the Act applies
K_29 - Net amount - Import of services purchased from value added tax taxpayers to which Article 28b of the Act applies
K_30 - Output tax amount - Import of services purchased from value added tax taxpayers to which Article 28b of the Act applies
K_31 - Net amount - Supply of goods and provision of services for which the buyer is the taxpayer under Article 17(1)(7) or (8) of the Act (completed by the supplier)
K_32 - Net amount - Supply of goods for which the buyer is the taxpayer under Article 17(1)(5) of the Act (completed by the buyer)
K_33 - Output tax amount - Supply of goods for which the buyer is the taxpayer under Article 17(1)(5) of the Act (completed by the buyer)
K_34 - Net amount - Supply of goods and provision of services for which the buyer is the taxpayer under Article 17(1)(7) or (8) of the Act (completed by the buyer)
K_35 - Output tax amount - Supply of goods and provision of services for which the buyer is the taxpayer under Article 17(1)(7) or (8) of the Act (completed by the buyer)
K_36 - Output tax amount on goods and services included in the physical inventory referred to in Article 14(5) of the Act
K_37 - Return of the deducted or refunded amount spent on purchasing cash registers, as referred to in Article 111(6) of the Act
K_38 - Output tax amount on the Intra-Community acquisition of means of transport, reported in field K_24, payable by the deadline referred to in Article 103(3), in conjunction with paragraph 4 of the Act
K_39 - Tax amount on the Intra-Community acquisition of motor fuels, payable by the deadlines referred to in Article 103(5a) and (5b) of the Act
Select the appropriate parameter for the item:
GTU_01 - alcoholic beverages
GTU_02 - fuels
GTU_03 - heating oils and lubricating oils
GTU_04 - tobacco products
GTU_05 - waste
GTU_06 - electronic devices and their parts and materials
GTU_07 - vehicles and automotive parts
GTU_08 - precious and base metals
GTU_09 - medicines and medical devices
GTU_10 - buildings, structures and land
GTU_11 - trading in greenhouse gas emission allowances
GTU_12 - intangible services, including marketing and advertising services
GTU_13 - transport and warehousing services
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