Pro-Forma Invoices for Amazon & Zalando Sellers

VATify automatically generates Pro-Forma Invoices for every internal warehouse movement imported from Amazon or Zalando — available as soon as your data is processed through the platform integration or manual upload.

📄 What are Pro-Forma Invoices?

Pro-Forma Invoices are internal documents that record stock movements between fulfilment centres or warehouses. They are not standard sales invoices — they do not represent a commercial transaction with a customer — but they serve a critical legal and compliance function.

For sellers using Amazon's Fulfilment by Amazon (FBA) network or Zalando's fulfilment infrastructure, goods are regularly transferred between warehouses across countries (recorded as FC_TRANSFER events in Amazon). Each of these internal movements must be documented.

⚠️ Action required: Verify your VAT registration numbers in VATify

Pro-Forma Invoices are generated using the VAT and tax registration numbers held in your VATify account. If any registration numbers are missing or incorrect, the automation will not work properly and documents may be invalid.

Please ensure all your VAT registration numbers are complete and up to date in the Registration section of VATify. Each country where you hold stock must have a valid registration entry. This applies to both the country of origin and the country of destination of each warehouse transfer.

⚙️ How It Works

Once your Amazon or Zalando data has been imported into VATify — either through the platform integration or via manual upload — the automation handles the rest:

1. VATify processes your imported data and identifies all internal warehouse transfer events (FC_TRANSFER for Amazon).
2. On the 3rd of each month, Pro-Forma Invoices are automatically generated for the previous month's movements — for all clients who have this option enabled in their service configuration.
3. One Pro-Forma report is produced per unique Country of Origin + Country of Destination combination, grouping all transfers for that month.
4. Each file is named using the convention: P{YYYY}-{MM}-{VAT Number FROM}-{VAT Number TO}.pdf
5. The PDF includes standardised English column headers, your client address, and the relevant VAT numbers. Warehouse codes and full addresses are appended at the end of each file.

🔍 Where to Find Your Pro-Forma Invoices

A dedicated Pro-Forma section has been added within the E-Invoicing area of VATify. To access your documents:

1. Log in to VATify and navigate to the E-Invoicing module.
2. Select the Pro-Forma section from the navigation.
3. Use the available filters to locate the documents you need and the download option to save the proforma invoice selected.

Available filters

🏢 Company 📅 Report Period (From – To) 🌍 Country of Origin 🌍 Country of Destination

Actions available

From the results table, each entry shows a Download action, which retrieves the Pro-Forma Invoice as a PDF file.

✅ Checklist 

To ensure your Pro-Forma Invoices are generated correctly from the first run, please complete the following:

• Log in to VATify and go to the Registration section of your account.
• Confirm that all VAT registration numbers are entered for every country where you hold or move stock.
• Check both the country of origin and the country of destination for your typical warehouse transfer routes.
• Ensure your company address is accurate, as it appears on the Pro-Forma documents.
• If you use the manual upload method, make sure your Amazon or Zalando data file is uploaded before the 3rd of the month.

If you are unsure whether your registration data is complete, or if you need assistance, please contact your Marosa account manager or reach out to our support team.