The Proforma Invoices section lets you request an official proforma invoice for budget approvals, prepayments, or internal finance processes.

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NOTE

The Proforma Invoice page is available to admins and main account users only, for example the user assigned with Finance user role.

Accessing Proforma Invoices

To open the Proforma Invoices page:

1. In My CommPeak, expand Billing in the left menu.
2. Select Proforma Invoices.

Requesting Proforma Invoices

To submit a new proforma invoice request:

1. Click New request.

2. Complete the request form:

• Invoice period: select the billing month the invoice should cover. You can select the current month or either of the next two calendar months (up to 3 months ahead in total).

• Currency: choose your preferred currency (USD - US Dollar, EUR - Euro).

• Invoice amount: enter the amount you need invoiced. The Total amount and applicable Value Added Tax (VAT)/Tax are displayed at the bottom of the form.

• Sent to: the billing email address where the invoice will be sent. This defaults to the email on your account settings page. To change it, click the Change in Settings link.

• Reason for request: briefly describe the purpose (for example, Quarterly prepayment for telecommunication services).

3. Check the approval status banner:

• Auto-approve on submit: your request meets the auto-approval criteria and will be approved immediately on submission.

• If no banner appears, the finance team will review your request within 48 hours.

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WHEN FINANCE REVIEW IS REQUIRED

Your first request of the calendar month is auto-approved if the amount is $10,000 USD or less. A finance review is required in either of these cases:

• The amount exceeds $10,000 USD - even if it's your first request of the month.
• You submit more than one request in the same calendar month - regardless of the amount.

4. Click Preview document to review the invoice before submitting.

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TIP

Always use the Preview document option before submitting. This helps catch errors before the request is processed.

5. Click Generate proforma invoice to submit your request.
6. The finance team completes reviews within 48 hours. You'll receive a notification once they approve your invoice.

Your Requests

All submitted requests appear in the Proforma Invoices list. You will also receive a confirmation email with the requested proforma invoice.

Refer to the following table for column descriptions:

Click Download next to an approved request to save the invoice.

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NOTES

• After you submit a request, a confirmation message appears at the top of the page.

• After approval, a second notification confirms the invoice is ready for downloading in your request history.
• Alternatively, check your inbox for an email with the requested proforma invoice attached and click Download file to save it

  

Canceling a Proforma Invoice Request

You can cancel a request only while its status is Pending approval. After a request has been auto-approved or approved by the finance team, you can no longer cancel it.

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NOTE

If you need to amend an auto-approved invoice or a request that has already been approved, contact CommPeak Support.