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How to Create a Proforma Invoice
Create a proforma invoice using our free tool — ideal for providing quotes, customs documentation, and pre-sale agreements. A proforma invoice is a preliminary bill sent before goods or services are delivered. Describe the goods/services, quantities, and estimated costs — the tool generates a professional proforma invoice clearly marked as such, with fields for Incoterms, HS codes, and validity period.
What to Include on a Proforma Invoice
A proforma invoice should be clearly marked "PROFORMA INVOICE" (not "Invoice") to distinguish it from a final tax invoice. Include the seller's and buyer's details, a description of goods/services with quantities and estimated prices, shipping terms (Incoterms 2020 for international trade), estimated delivery date, validity period of the proforma, payment terms, and any applicable duties or taxes. For international trade, include HS codes, country of origin, weight, and dimensions.
Best Practices for Proforma invoices
Always clearly label the document as "PROFORMA INVOICE" to avoid confusion with a tax invoice. Include a validity period (typically 30–90 days) since prices and availability may change. Use proforma invoices for customs pre-clearance to speed up international shipments. Convert your proforma to a final commercial invoice once the sale is confirmed — keep the same reference number with a clear suffix (e.g., PRO-2026-018 → INV-2026-018) for traceability.
Quick definitions
- Proforma invoice
- Preliminary, non-binding invoice issued before a sale is finalized. Used for quotes, customs pre-clearance, and arranging payment. Not a tax invoice.
- Incoterms
- Standardized international trade terms (EXW, FOB, CIF, DDP, etc.) defining who pays for shipping, insurance, and customs at each stage.
- HS code
- Harmonized System code — 6–10 digit classification for goods used by customs worldwide. Required on proforma invoices for international shipments.
- Validity period
- How long the proforma's pricing and terms remain valid (typically 30–90 days). Stated explicitly so the buyer can't claim outdated pricing later.
Frequently Asked Questions
What is the difference between a proforma invoice and a regular invoice?
A proforma invoice is a preliminary estimate sent before goods are delivered or services are completed. It's not a demand for payment and cannot be used for tax purposes (no GST/VAT credits). A regular (commercial) invoice is the final document requesting payment for goods/services already delivered — used for accounting and tax records, and in cross-border trade, for customs clearance.
When should I use a proforma invoice?
Use a proforma invoice when a client requests a formal quote, for customs declarations before international shipment, when a buyer needs a document to arrange payment or financing (letter of credit, bank transfer pre-approval), or when negotiating terms before finalizing a sale. They're especially common in international trade, B2B manufacturing, and high-value services.
Is a proforma invoice legally binding?
A proforma invoice is generally not legally binding — it's an estimate or quote. However, once both parties agree to the terms and the buyer makes payment based on the proforma, it may be treated as a binding agreement in many jurisdictions. Always clarify the binding nature in your terms and conditions, and state that the document is "subject to final commercial invoice and confirmation of order."
Can a proforma invoice be used for customs clearance?
Yes — most customs authorities accept proforma invoices for pre-clearance, advance ruling requests, and sample shipments. However, the final commercial invoice (showing the actual transaction value paid or payable) is required at the time of import for duty assessment. Always issue a commercial invoice once the goods ship.
What Incoterms should I include on a proforma invoice?
Use Incoterms 2020 to specify who handles shipping, insurance, and customs. Common choices: EXW (buyer collects from seller's premises), FOB (seller delivers to port), CIF (seller pays freight and insurance to destination port), DDP (seller handles everything to the buyer's door). The Incoterm dramatically affects pricing and risk allocation — pick deliberately.
How do I convert a proforma to a final commercial invoice?
Once the sale is confirmed and goods/services delivered, issue a commercial invoice referencing the original proforma number. Keep the line items consistent unless quantities or prices changed (note any deltas). Apply applicable taxes (GST/VAT/sales tax), include payment terms, and send to the buyer. The proforma is closed at this point — keep it on file for audit trail.
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