Free Proforma Invoice Template (Word, Excel & PDF)
Buyers hesitate to pay, and customs hesitate to clear samples, when they have no document that states the price and terms before the sale is final. A proforma invoice is that document. It is not a tax invoice or a demand for payment. Download the free template in Word, Excel or PDF, or create one online with no signup.
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Proforma vs commercial invoice
A proforma is issued before the sale to confirm price and terms; it is not a demand for payment or a tax invoice. The commercial invoice is the real one issued when goods ship. See proforma vs commercial invoice.
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What’s on a proforma invoice
| Part | What it shows |
|---|---|
| Business & buyer | Who it’s from and who it’s for |
| Proforma number & valid-until | A reference and an expiry |
| Items & estimated total | Quantities, prices and the total |
| Currency | For cross-border deals |
| Note | Not a tax invoice; not a demand for payment |
Last updated October 2026. General guidance, not legal, tax or customs advice. Rules differ by country and carrier.
When should you send a proforma invoice?
- Before a sale is final, so the buyer can confirm the price and terms in writing.
- When the buyer must pay in advance, arrange funding or ask a bank to open a letter of credit.
- For customs on samples, gifts or repairs that ship without a sale.
- When a buyer needs a document to apply for an import licence or approval in their country.
- As a formal price offer in a business-to-business deal.
Proforma invoice, quote, commercial invoice or tax invoice: which is which?
| Document | Sent | Purpose |
|---|---|---|
| Quote | Before the sale | Offers a price for work or goods |
| Proforma invoice | Before the sale is final or before shipping | Confirms terms and gives the buyer a document to pay against or show customs |
| Commercial invoice | When goods ship | The final bill customs uses to set duty |
| Tax invoice | After the sale, as local law requires | Records tax charged, and often the same document as the commercial invoice |
For more detail, read proforma vs commercial invoice, or use the commercial invoice template and the commercial invoice generator when the goods ship.
How does a proforma invoice fit into the sales process?
- The buyer asks for a price and you send a quote or a proforma.
- The buyer approves it and, if agreed, pays a deposit or the full amount in advance.
- You prepare the goods and ship them with a commercial invoice.
- You issue the tax invoice or final invoice under your local rules, and record the sale.
A proforma invoice example
The businesses and amounts are made up for illustration.
| Detail | Example |
|---|---|
| Document | PROFORMA INVOICE PF-2026-009, not a tax invoice |
| From | Northline Goods Ltd, Manchester, United Kingdom |
| To | Harbor Home Imports LLC, Portland, Oregon, USA |
| Issued and valid until | 1 October 2026 and 15 October 2026 |
| Currency and terms | USD, 50% payable in advance, balance before dispatch |
| Incoterm | FCA Manchester (Incoterms 2020) |
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Ceramic mugs, 350 ml | 100 | $4.50 | $450.00 |
| Estimated freight | 1 | $60.00 | $60.00 |
| Estimated total | $510.00 |
Prices and freight are estimates until the goods ship and the final commercial invoice is issued.
What wording works for samples with no commercial value?
For a free sample or a gift, many carriers want a proforma that states the goods are not for sale. A common wording is: Proforma invoice for customs purposes only. Samples of no commercial value. Not for resale. Still list a description, quantity, a fair value for customs and the country of origin. Requirements vary by carrier and destination, so check with yours.
Do you record a proforma invoice in your accounts?
Usually not. A proforma does not create a debt or revenue by itself, so you record the sale when the goods ship or when you issue the final invoice. If the buyer pays in advance against a proforma, record that money as a deposit or customer prepayment until the sale is complete. Ask your accountant how your jurisdiction treats it.
Which proforma invoice mistakes cause trouble?
- Calling the document an invoice with no PROFORMA label, so the buyer treats it as a final bill.
- No valid-until date, so an old price comes back months later.
- Using your tax invoice number series. Give proformas their own prefix, such as PF.
- Leaving out the currency, Incoterms or payment terms on a cross-border deal.
- No HS code and country of origin on goods that cross a border.
- Final prices that do not match the proforma with no explanation.
Frequently asked questions
What does a proforma invoice format look like?
It looks like a regular invoice, business details, line items, tax and a total, but it is marked PROFORMA and carries its own proforma reference rather than a tax invoice number, since it is a price quote before the sale is final rather than a demand for payment.
Is the proforma invoice template free?
Yes. Word, Excel and PDF, all free with no signup and no watermark.
Is a proforma invoice a real invoice?
No. It is a preliminary, quote-style document sent before the sale. It is not a tax invoice or a demand for payment.
Does the Excel version calculate totals?
Yes. Line amounts and the estimated total are formulas that update as you type.
When do I use a proforma invoice?
Use one before a sale is final, when the buyer must pay in advance or arrange funding, or when goods ship without a sale, such as samples, gifts or repairs, and customs needs a document.
Is a proforma invoice legally binding?
On its own it is usually an offer or a statement of expected terms, not a demand for payment. What binds both sides is the agreement or order that follows, so state the terms and validity clearly.
Do I need a proforma invoice for customs?
Often for shipments without a sale, such as samples. Carriers and destination countries differ, so ask your carrier which document it requires.
Can I turn a proforma invoice into a tax invoice?
Yes. When the sale is complete, issue a new document with a proper tax invoice number and the details your local rules require. Keep the proforma for reference.