Business Documents — Offers, Pro Formas, Invoices

What Are Business Documents?

Business documents are standardized documents that every company uses in its daily operations — offers, pro forma invoices, invoices, contracts, acceptance protocols, and more.

Unlike incorporation documents (Articles of Association, declarations), business documents are created repeatedly and sent to clients, partners, and suppliers. That is why their standardization and quick generation save a significant amount of time.

Firmify already creates an offer, a pro forma invoice, and a customer invoice — with pre-filled company data, a table of services and prices, and PDF export, without Word. A service contract and an acceptance protocol are planned for later.

Types of Business Documents

Offer (Available in Firmify)

An offer is a proposal to a potential client that describes what services you provide, at what price, and under what conditions. It is the primary tool for attracting and closing new clients.

Pro forma invoice (Available in Firmify)

A pro forma invoice is a payment request that is not a tax document. It is used when the client needs to pay an advance or the full amount before an invoice is issued. In Firmify it is filled in with company and client details and service lines.

Customer invoice (Available in Firmify)

A customer invoice is generated with the VAT mode you select in the wizard. For cross-border deals and residency, confirm the treatment with your accountant — the document does not replace accounting software.

Service contract (Coming Soon)

A standard contract between two companies for the performance of a specific service. It defines scope, deadlines, price, and responsibilities of both parties.

Acceptance Protocol (Coming Soon)

A document certifying that a service has been performed and accepted by the client. It is used as proof of fulfillment of contractual obligations.

Structure of an Offer

The sections below describe an offer. A pro forma and a customer invoice use the same company and client details and service lines; for an invoice you also choose a VAT mode.

A professional offer consists of several mandatory sections:

Provider Details

• Company name and EIK
• Registered address
• Manager name
• Phone and email for contact

Recipient Details

• Client name (company or individual)
• EIK (if a legal entity)
• Address
• Contact person

Description of Services

Table with columns:

Description	Quantity	Unit	Unit price	Total
Web design	1	pcs.	500.00	500.00
SEO optimization	3	month	200.00	600.00

Amounts

• Subtotal (excluding VAT)
• VAT rate and amount (if the company is VAT-registered)
• Total amount

Terms

• Validity period of the proposal (e.g., 14 days)
• Payment terms (e.g., 50% advance, 50% upon completion)
• Additional notes

Common Mistakes

Unstructured Proposal

A proposal written as free-form text in an email does not inspire confidence. A structured document with a table, number, and date shows professionalism.

Incomplete Company Details

Missing EIK, address, or manager name can raise doubts about the legitimacy of the proposal.

Vague or Rounded Prices

The client should see exactly what they are getting and at what price. Avoid phrases like "price depends on scope" — give specific numbers.

Missing Validity Period

A proposal without a deadline creates uncertainty for the client and for you. Standard is 7, 14, or 30 days.

Manual Calculations

Errors in amounts look unprofessional. Automatic calculation eliminates this risk.

Automation with Firmify

With the Business Documents module in Firmify, you create an offer, a pro forma, or an invoice in three steps:

1. Fill in the data — your company data is automatically loaded from your profile. Add the client and services with quantities and prices.

2. Review and pay — on the "Review" step, you see the complete document. Pay €9 by card.

3. Download the PDF — the document is generated automatically with a professional design. You can regenerate it unlimited times.

Advantages

• Auto-fill — EIK, address, and manager from registration
• Automatic calculation — quantity × unit price, subtotal, and total
• PDF + DOCX — ready to send or for additional editing
• Unlimited regeneration — make changes and regenerate after payment
• No subscription — €9 per document, no monthly fees

Learn more in our article on professional proposals.