Proforma invoice template

A proforma invoice is a preliminary bill sent before a sale is final. It shows the buyer exactly what they will be charged, so they can approve it, arrange payment or prepare import paperwork before anything ships.

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When to send a proforma invoice

To ask for payment in advance. Many exporters and manufacturers want a deposit or full payment before production starts. The proforma tells the buyer how much to send.
For international shipments. Buyers often need a proforma to apply for an import licence, open a letter of credit, or let their customs broker prepare paperwork before the goods arrive.
For a buyer's internal approval. Some purchasing departments cannot approve spending from a quote and ask for a proforma instead, because it looks like the final invoice.
When details may still change. If stock, shipping cost or exchange rate is not fixed yet, a proforma states the expected price without becoming the final bill.

What a proforma invoice should include

Section	What to put
Title	The words Proforma invoice, clearly, at the top
Reference number	A separate series such as PF-001, so your real invoice numbers stay unbroken
Dates	Issue date and a valid until date
Seller and buyer	Full names, addresses and contact details
Goods or services	Description, quantity and unit price for each item
Currency	The currency code on every amount, e.g. USD
Delivery terms	For shipments, the Incoterm you agreed, such as FOB or CIF, and the port or place
Payment terms	How much is due before production or shipping, and how to pay
Export details	If the buyer or their broker asks: HS codes, country of origin, weights and package count

Proforma vs commercial invoice vs final invoice

	Proforma invoice	Final / commercial invoice
When	Before the sale is final or before shipping	When goods ship or work is delivered
Purpose	Show the expected cost; request advance payment	Request payment and record the sale
In your accounts	Not recorded as a sale	Recorded as a sale
For tax	Usually not a valid tax invoice	The tax document for both sides
For customs	Sometimes accepted, e.g. for free samples	The normal document customs uses to assess duty

Because a proforma is not a tax invoice in most countries, the buyer usually cannot use it to reclaim VAT or GST. Once the deal is confirmed, always follow it with a proper invoice.

Example proforma invoice

PF-014 — valid until 30 November 2026. Delivery terms: FOB Karachi.

Description	Qty	Rate	Amount
Cotton tote bags, natural, 38 × 42 cm	500	2.40	1,200.00
Screen printing, 1 colour, 1 side	500	0.60	300.00
Export carton packing	10	4.50	45.00
Total (USD)			1,545.00
Advance due before production (50%)			772.50

The notes field carries the terms: "50% advance before production, balance before shipment. Bank charges to be paid by sender."

Make a proforma invoice with the generator

Open the generator with Proforma selected. The title changes to PROFORMA INVOICE and the due date becomes Valid until.
Use your own number series, for example PF-001.
Add each item, then put delivery and payment terms in the notes.
Click Download PDF.

When the buyer pays and the goods ship, switch the document back to Invoice, give it a normal invoice number, and send that as the final bill.

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Common questions

Is a proforma invoice legally binding?

Generally no. It is a good-faith statement of what the final invoice will be. Treat it as an offer: if prices, quantities or shipping costs change, send a revised proforma before the buyer pays.

Can I ask for payment against a proforma invoice?

Yes. Requesting an advance payment is one of the main reasons to send one. After the buyer pays, issue a final invoice, or a receipt for the amount received.

Should a proforma invoice show tax?

You can show the tax that will apply so the buyer sees the full cost. The tax itself is normally accounted for on the final invoice, not on the proforma.

Does a proforma invoice need its own number?

Give it a reference such as PF-001 from a separate series. That keeps your real invoice numbers in an unbroken sequence, which accountants and tax offices expect.