Free Proforma Invoice Template (PDF & Word) + Online Generator
Free Proforma Invoice Template
A proforma invoice is a preliminary bill a seller sends before goods ship or work begins. It looks like a standard invoice, listing items, quantities, prices, and payment terms, but it is not a demand for payment and not a tax document. Buyers use it to approve costs, arrange financing, or clear customs before the final invoice arrives.
This page gives you a free proforma invoice template and a way to fill out a proforma invoice template online in about a minute. Further down you will find what every proforma must include, how it differs from a commercial invoice and a quote, and answers to the questions sellers ask most.
Everything here is free. There is no signup and no watermark on the download.
Create a proforma invoice template online
Enter your business details, the buyer information, line items, and totals. The generator formats everything into a clean, professional PDF you can download immediately. It works on phones, tablets, and desktops.
If you prefer a blank form, the next sections cover exactly what goes on it.
What is a proforma invoice
A proforma invoice states what a seller intends to charge before the sale is final. The word proforma comes from Latin and means as a matter of form. It is a good-faith estimate of the transaction, not a binding payment request.
Businesses send proformas when a buyer needs written confirmation of price and terms before committing. Common situations include international shipments that need customs documentation, large orders requiring buyer approval, and service projects where the client signs off on scope before work starts.
A proforma does not replace the final invoice. Once goods are delivered or the work is done, the seller issues a commercial invoice with the actual amounts.
What your proforma invoice template must include
A proforma missing key details can hold up customs or confuse the buyer. Include all nine of these:
- The words Proforma Invoice printed clearly at the top, so nobody mistakes it for a final bill.
- Seller name, address, and contact details.
- Buyer name and address, including the delivery address if it differs.
- Unique proforma number and issue date for your records.
- Itemized list of goods or services with descriptions, quantities, and unit prices.
- Subtotal, taxes, shipping charges, and the grand total.
- Currency used for the transaction.
- Payment terms, such as deposit required or net 30.
- Validity period, meaning how long the quoted prices stand.
Proforma invoice template format
A standard layout looks like this:
PROFORMA INVOICE No. PF-0042 From: [Seller Name, Address] To: [Buyer Name, Address] Date: [Issue date] | Valid until: [Expiry date] Item | Qty | Unit price | Total [Item 1] | [Qty] | [Price] | [Total] [Item 2] | [Qty] | [Price] | [Total] Subtotal: [Amount] Tax: [Amount] Shipping: [Amount] TOTAL: [Amount] [Currency] Payment terms: [Terms]
Keep it to one page when possible. Mark it proforma on every copy so it is never confused with a tax invoice.
Proforma invoice vs commercial invoice
This is the comparison buyers and sellers mix up most.
| Proforma invoice | Commercial invoice | |
|---|---|---|
| Purpose | Preliminary estimate before sale | Final bill after sale |
| Payment | Does not request payment | Requests payment |
| Tax document | No | Yes, used for tax records |
| Customs | Supports clearance estimates | Official customs document |
| Timing | Before goods ship or work starts | After delivery or completion |
| Numbering | Separate sequence recommended | Part of official invoice numbering |
Use a proforma when the buyer needs to approve the deal first. Use a commercial invoice when the sale is complete and payment is due. (see ICC guidance on commercial invoices for international trade)
Proforma invoice vs quote
A quote and a proforma serve similar early-stage purposes, but they differ in detail and formality:
| Proforma invoice | Quote | |
|---|---|---|
| Format | Structured like a real invoice | Often a simple price list or letter |
| Detail | Full line items, taxes, shipping | May show totals only |
| Customs use | Accepted for customs estimates | Rarely accepted by customs |
| Buyer commitment | Stronger signal of intent | Weaker, exploratory |
| Next step | Commercial invoice | Usually a proforma or contract |
For international trade, a proforma carries more weight than a quote. For local services, either works, and many sellers start with a quote and move to a proforma once the buyer is serious.
When to use a proforma invoice
International shipments. Customs authorities in many countries ask for a proforma to estimate duties before goods arrive.
Large orders. Buyers approving five-figure purchases usually want written confirmation before signing.
Financing and letters of credit. Banks issuing trade finance often require a proforma as supporting documentation.
Service projects. Agencies and contractors send proformas so clients approve scope and price before work begins.
Advance deposits. When you need payment upfront, a proforma documents what the deposit covers.
Mistakes that cause problems
Forgetting the word proforma. Without the label, a buyer or customs officer may treat it as a final invoice. Print it at the top of every copy.
Using official invoice numbers. Proformas should run on a separate numbering sequence. Mixing them into your tax invoice series creates accounting confusion.
Leaving out the validity period. Prices change. Without an expiry date, a buyer can hold you to old prices months later.
Skipping tax and shipping lines. A proforma that shows only the subtotal misleads the buyer about the real landed cost. Show every charge.
Treating it as a tax document. A proforma is not a VAT or GST invoice. Never use it for tax filing; issue a proper commercial invoice after the sale.
Proforma invoice template FAQs
Is this proforma invoice template really free?
Yes. Generate as many proforma invoices as you need with the online tool. No signup, no payment, no watermark, and no download limits.
What is the meaning of a proforma invoice?
A proforma invoice is a preliminary bill sent before goods ship or work begins. It shows the buyer what the seller intends to charge, including items, quantities, prices, and terms, without requesting payment.
Is a proforma invoice legally binding?
Generally no. A proforma is an estimate, not a contract or a payment demand. That said, if both parties sign it and treat it as an agreement, local contract law may apply, so check the terms you put on it.
What is the difference between a proforma invoice and a commercial invoice?
A proforma comes before the sale as an estimate and does not request payment. A commercial invoice comes after delivery as the final bill, requests payment, and serves as a tax document.
What is the difference between a proforma invoice and a quote?
A proforma is structured like a real invoice with full line items, taxes, and shipping, and customs authorities accept it. A quote is usually simpler and carries less formality. For international trade, use a proforma.
Can I use a proforma invoice for customs?
Yes. Customs authorities in many countries accept proforma invoices to estimate duties before goods arrive. Include detailed item descriptions, values, and the country of origin to avoid delays.
Do I charge VAT or GST on a proforma invoice?
No. A proforma is not a tax invoice, so it should not be used for tax reporting. Show estimated taxes as informational lines if helpful, but issue a proper tax invoice after the sale.
Should a proforma invoice have a different number series?
Yes. Keep proformas on a separate numbering sequence from your official invoices. Mixing them creates confusion in your accounting records and can cause tax filing problems.
How long is a proforma invoice valid?
That is up to you, and you should state it on the document. Thirty days is common. Without a validity period, buyers may try to hold you to quoted prices indefinitely.
Can I convert a proforma into a commercial invoice?
Yes. Once the sale is confirmed and goods are delivered or work is complete, issue a commercial invoice with the actual amounts. Our invoice generator handles the final invoice step.
Related tools
- Proforma Invoice Generator: create one online in about a minute
- Commercial Invoice Generator: for customs and international shipping
- Quote Estimate Generator: for early-stage price quotes
- Invoice Generator: the final bill after the sale
Related templates
- Commercial Invoice Template: for actual shipments
- Invoice Template: the standard invoice
- Quote Template: quotes vs proforma explained
- Invoice Generator: build it free in a minute