Proforma Invoice Template

A proforma invoice is a good-faith estimate sent before delivery: for a prepayment, a letter of credit, import licences or internal purchase approval. Edit the example below, then download a PDF.

Document
Look
Style
Brand colour
From (you)
Buyer
Line items
  1. $2,400.00
  2. $300.00
Totals
Total (prepayment)$2,700.00
Extra fields & notes

Your Name or Business12 Example Street Your Cityyou@example.com

Proforma Invoice

No.
PF-0007
Incoterms
FOB Shanghai
Est. ship date

Buyer

Client Company Ltd400 Client Avenue Client Cityaccounts@client.example
DescriptionQtyUnit priceAmount
Stainless steel water bottle 750 ml500$4.80$2,400.00
Custom logo engraving500$0.60$300.00

Notes

50% prepayment required to begin production. This proforma invoice is valid for 30 days.

Subtotal
$2,700.00
Total
$2,700.00
Turn this into:
Preview

What to put on a proforma invoice

Best for: Exporters, wholesalers and service providers asking for payment upfront.

  • The words "Proforma Invoice" (so no one books it as a real invoice)
  • Validity date
  • Goods or services, quantities and prices
  • Delivery terms (e.g. Incoterms) and payment terms
  • Expected shipping date and weight for goods

Tips

  • Do not use your normal invoice sequence: use a separate "PF-" prefix.
  • When the buyer pays, issue a real invoice (one click: switch the document type to Invoice).

FAQ

Is a proforma invoice a legal invoice?

No. It is a quotation in invoice form. It is not a request for payment in the accounting sense and is not a VAT invoice. HMRC, for example, states that a pro forma invoice is not a VAT invoice and the customer cannot reclaim VAT on it.

Proforma invoice vs quote?

Both are offers. A proforma looks like the final invoice and is often used for prepayment or customs; a quote is usually earlier and less formal.