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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. Simply describe the goods/services, quantities, and estimated costs — the tool generates a professional proforma invoice clearly marked as such.
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 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, and weight/dimensions.
Tips for Proforma Invoicing
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 invoice to a final invoice once the sale is confirmed — keep the same reference number for traceability.
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. A regular (commercial) invoice is the final document requesting payment for goods/services already delivered and is used for accounting and tax records.
When should I use a proforma invoice?
Use a proforma invoice when a client requests a quote, for customs declarations before international shipment, when a buyer needs a document to arrange payment or financing, or when negotiating terms before finalizing a sale. They're especially common in international trade.
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 some jurisdictions. Always clarify the binding nature in your terms and conditions.
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