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- Proforma invoice generator
Free Proforma Invoice Generator
Send a buyer a detailed, priced proforma invoice before you ship or before they pay. Fill in the form above and download a PDF.
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What is a proforma invoice?
A proforma invoice is a preliminary bill: it tells the buyer exactly what they will receive and what it will cost, before the sale is final. It looks like an invoice but is a commitment in good faith, not a demand for payment, and it is not recorded as revenue or a receivable in your books.
It is common in international trade. Buyers use it to arrange advance payment, open a letter of credit or apply for an import license, and some customs authorities accept one when goods move before a sale is completed, such as samples. It is also used for deposits on custom orders.
A proforma is generally not a tax invoice, so a buyer cannot normally reclaim VAT or GST on it. Once the goods ship or the sale is confirmed, you issue a final invoice with its own number. More in what a proforma invoice is.
How to make a proforma invoice
- Add your company details, including your tax or VAT number and export registration if you have one.
- Add the buyer, and a separate ship-to address if the goods go to a different place.
- Set the proforma number, date and valid-until date. Use a separate number series from your invoices, for example PF-0001.
- List the goods with clear descriptions, quantities and unit prices in the currency you agreed.
- Add shipping, discount and tax as agreed. If the sale will be zero-rated for export, say so rather than leaving tax out silently.
- State the payment and delivery terms, such as 50% in advance, the balance before shipment, and your bank details.
- Download the PDF and send it to the buyer.
What to include for international orders
Customs brokers and banks often ask for more than a domestic invoice shows. Add these as custom fields or in the notes:
- Incoterms: who pays for and carries the risk of shipping, for example FOB or DAP, with the named place.
- HS codes: the tariff classification for each product, in the description.
- Country of origin: where the goods were made.
- Weights and packaging: net and gross weight, and number of packages.
- Estimated shipping date and method of transport.
- Currency and payment terms: state the currency clearly, especially if both countries use a dollar.
Requirements vary by country and by product, so check with your freight forwarder or customs broker before you ship.
Proforma vs commercial invoice
| Proforma invoice | Commercial invoice | |
|---|---|---|
| When | Before shipment or payment | When the goods ship or the sale is final |
| Purpose | Quote the terms, arrange payment or permits | Bill the buyer and clear customs |
| Payment request | No, or only an advance | Yes |
| In your accounts | Not recorded as a sale | Recorded as a sale |
| Tax invoice | Generally no | Yes, if it meets local rules |
When it is time for the final bill, make it in the invoice generator with your business details already filled in. If the buyer only needs a price to approve, a quote may be enough.
Questions people ask
Is a proforma invoice legally binding?
Not in the way a final invoice is. It is a good-faith statement of the terms, and the details can change before the sale is completed.
Can the buyer claim VAT on a proforma invoice?
Generally no, because it is not a tax invoice. VAT is usually reclaimed on the final invoice; check your local rules.
Should a proforma use my invoice numbering?
Use a separate series, such as PF-0001, so your invoice numbers stay sequential and have no gaps.
Is it “pro forma” or “proforma”?
Both are used. “Pro forma” is Latin for “as a matter of form”, and “proforma” is the common one-word spelling in trade.
Can I use a proforma invoice for customs?
Some customs authorities accept one when there is no sale yet, for example for samples or goods sent for repair. For most commercial shipments a commercial invoice is required; ask your carrier or broker.
What currency should I use?
The currency you agreed with the buyer. Any currency is supported, and amounts are formatted for the document language.
How is a proforma different from a quote?
A quote offers a price; a proforma confirms the terms of an order the buyer intends to place, in an invoice-like format for payment or paperwork.
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