Free Invoice Template
Proforma Invoice Template
Create a professional proforma invoice in seconds
A proforma invoice template clearly marked as pro forma — for quoting clients before work begins or goods are shipped. Not a demand for payment. Free PDF download, no signup required.
How it works
- 1Add your business details
- 2Add your client details
- 3Add your estimated line items
- 4Set your terms
- 5Download and send
How it works
How to create a proforma invoice template
Customize this template in five steps. Takes under two minutes.
- 1
Add your business details
Enter your company name, address, and contact information. The invoice will be clearly headed 'PROFORMA INVOICE' to distinguish it from a tax invoice.
- 2
Add your client details
Enter the recipient's name and address. For export proformas, include the full company name and country.
- 3
Add your estimated line items
List the goods or services, estimated quantities, and prices. Note 'estimated' in descriptions where pricing may vary.
- 4
Set your terms
Proforma invoices typically state full payment before dispatch. Include shipping and handling as a separate line item if applicable.
- 5
Download and send
Download the PDF and send it to your client. Once they confirm the order and payment, you can issue a final commercial invoice.
Invoice essentials
What to include on a proforma invoice template
Proforma Invoice Templates need more detail than standard service invoices. Here's what to include so you get paid without back-and-forth.
Clear proforma heading
The document must be clearly headed 'PROFORMA INVOICE' — not just 'Invoice' — to avoid it being treated as a tax invoice or demand for payment by the recipient's accounts payable team.
Estimated prices
Note 'estimated' or 'indicative' in line item descriptions where prices may change before final invoicing. This protects you from being held to preliminary figures.
Validity period
Include a validity period: 'This proforma invoice is valid for 30 days from the date of issue.' This prevents clients from holding you to prices quoted months earlier.
Payment required before dispatch
For goods, state clearly that full payment or a deposit is required before goods are dispatched or work commences.
Shipping and delivery terms
For product shipments, include shipping method, estimated delivery timeframe, and any applicable import/export terms (FOB, CIF, etc.).
Reference
Common proforma invoice template line items
Use these as a starting point. Edit descriptions and rates to match your actual scope and pricing.
| Type | Description | Notes |
|---|---|---|
| Goods | Product name and description (estimated) | Per unit |
| Goods | Bulk order — quantity and unit price | Per unit |
| Shipping | International freight and insurance | Estimated |
| Shipping | Domestic shipping and handling | Estimated |
| Service | Services to be rendered (estimated) | Fixed or hourly |
| Customs | Import duties / customs fees (estimated) | Varies by country |
| Tax | VAT / GST (if applicable) | % of subtotal |
Payment terms
Standard payment terms for proforma invoice templates
Payment terms vary by industry. Here's what's standard and what to specify on your invoices.
Payment before dispatch
The standard proforma payment term is 100% payment in advance before goods are shipped or services commenced. This is the defining feature of a proforma — it's a payment request, not a tax invoice.
Deposit proformas
For large orders, some businesses issue a proforma for a deposit (e.g., 50%) and a final commercial invoice on completion. The proforma clearly states it covers the deposit only.
Validity period
Always include a validity period — typically 30 days. This protects you from currency fluctuations, stock changes, or price increases after the proforma was issued.
Currency
For international proformas, state the currency clearly (USD, EUR, GBP, etc.) and note that prices are subject to exchange rate changes if final invoicing is in a different currency.
FAQ
Proforma Invoice Template FAQ
- What is a proforma invoice?
- A proforma invoice is a preliminary document sent to a buyer before goods are shipped or services are rendered. It looks like an invoice but is not a demand for payment or a tax invoice. It's used to confirm pricing and terms, often required for customs clearance on international shipments.
- Is a proforma invoice legally binding?
- No — a proforma invoice is not legally binding and is not a tax invoice. It's a quotation or preliminary statement of intent. The final commercial invoice, issued after delivery, is the binding document for payment and tax purposes.
- When should I use a proforma invoice?
- Use a proforma invoice to: quote pricing before confirming an order, request advance payment before shipping goods, provide customs documentation for international shipments, or give clients a preview of a final invoice.
- Is this proforma invoice template free?
- Yes — completely free, no signup. Create and download as many proforma invoices as you need.
- What is the difference between a proforma invoice and a commercial invoice?
- A proforma invoice is issued before goods are delivered and is not a tax document. A commercial invoice is issued after delivery and is a legally binding payment demand used for accounting and tax purposes.
- Can I convert a proforma to a final invoice?
- Yes. Once the order is confirmed and delivered, recreate the invoice in Generately without the proforma note and issue it as a standard commercial invoice.
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