Free Proforma Invoice Template
A proforma invoice is a preliminary bill sent before goods are delivered or a sale is finalized — commonly used for international shipments (for customs purposes) or to confirm pricing before a client commits.
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A proforma invoice is a preliminary bill sent before goods are delivered or a sale is finalized — commonly used for international shipments (for customs purposes) or to confirm pricing before a client commits. It looks like a real invoice but isn’t a formal request for payment, and shouldn’t be used for accounting/tax reporting the way a final invoice is.
What to include on a proforma invoice
- Clear “Proforma Invoice” label (not just “Invoice”)
- Estimated costs, including shipping/customs where relevant
- Validity period
- Terms of sale
- A note that it is not a demand for payment
How to create a proforma invoice
- Title it clearly as a proforma invoice — it isn’t a demand for payment of a completed sale.
- Add seller and buyer details, including full addresses and tax numbers.
- Describe the goods precisely — product names, quantities, unit prices, and for shipments the HS (tariff) code, country of origin and weights.
- State the currency and the Incoterms — e.g. FOB Shanghai, CIF Rotterdam, DAP Chicago — so it’s clear who pays freight and insurance.
- Include payment terms — advance payment, deposit, letter of credit.
- Add a validity date for the prices.
Proforma invoice vs commercial invoice vs quote
| Proforma invoice | Commercial / final invoice | Quote | |
|---|---|---|---|
| When | Before shipment or delivery | At or after shipment | Before agreement |
| Purpose | Preliminary bill of sale; supports deposits, import licences, letters of credit | Final demand for payment; customs value | Price offer |
| Accounting entry | None — not recorded as a sale | Recorded as revenue | None |
| Can buyer pay against it? | Yes, often for advance payment | Yes | No — not until accepted |
Common uses for a proforma invoice
- International trade — buyers use it to apply for import licences, arrange foreign exchange or open a letter of credit.
- Advance payments and deposits — when payment is required before goods are produced or shipped.
- Customs pre-clearance — some customs authorities accept a proforma when the commercial invoice isn’t yet available, with the final invoice to follow.
- Internal approval — the buyer’s company may need it to raise a purchase order.
Once goods ship, issue a commercial or final invoice with the actual quantities and values — and use it, not the proforma, as your accounting record.
Frequently asked questions
What is a proforma invoice?
A preliminary invoice sent before goods are delivered, setting out the expected items, prices and terms. It lets the buyer arrange payment, licences or financing but isn’t recorded as a completed sale.
Is a proforma invoice legally binding?
Generally not on its own — it’s a good-faith statement of the expected sale. It becomes binding only as part of an agreed contract or accepted order.
Can customs use a proforma invoice?
Sometimes. Some customs authorities accept a proforma for clearance when the commercial invoice isn’t available, but a commercial invoice usually must follow.