Proforma Invoice Generator
Send a clear preliminary bill before goods or services are delivered. List the items, quantities, and estimated totals so your customer can confirm the order or release an advance - then download a clean PDF, no signup and no watermark.
What a proforma invoice is
A proforma invoice is a preliminary, estimated bill that you send before goods or services are delivered and before any final tax invoice is raised. It looks like a normal invoice and shows the items, quantities, and expected totals, but it is issued in advance so the buyer can confirm the order, arrange an advance payment, or prepare paperwork for customs and import or export. It is a good-faith projection of what the final invoice will say, not a demand for payment.
How it differs from a commercial or tax invoice
A commercial or tax invoice is the real, accountable document: it records a completed sale, is entered into your books, and lets the buyer claim input tax credit where applicable. A proforma invoice does none of these things. It is not a demand for payment, it is not recorded as revenue, and it cannot be used to support a tax or input-credit claim. Once the order is confirmed and delivered, you replace the proforma with a final invoice.
When businesses use a proforma invoice
- To confirm an agreed price and quantities before production starts
- To request an advance or deposit before shipping goods
- To provide customs and freight paperwork for import or export
- To let a buyer raise an internal purchase order against it
What to include
- The label "Proforma Invoice" so it is not mistaken for a final bill
- Your business details and the customer's details
- A reference number and the issue date
- Itemised goods or services with quantities and estimated prices
- Estimated taxes, shipping, and the expected total
- Validity period and payment or delivery terms
Converting a proforma into a final invoice
Once the customer confirms the order and you deliver, recreate the same line items in the invoice generator to issue a standard invoice, or use the GST invoice generator if you need a tax-compliant document with CGST, SGST, or IGST broken out. Keeping the wording consistent between the proforma and the final invoice avoids confusion and speeds up payment.
Frequently asked questions
Is a proforma invoice legally binding? +
No. A proforma invoice is a good-faith estimate of what a final bill will look like, not a demand for payment or a binding contract. It is not entered into your accounts as a sale and cannot be used to claim input tax credit. The binding document is the final commercial or tax invoice you issue once the order is confirmed.
Can a customer pay against a proforma invoice? +
Customers often do pay against a proforma invoice, for example to release an advance payment or to set up funds before goods ship. That is fine commercially, but once payment is made you should issue a proper tax or commercial invoice for the customer's accounting and tax records, because the proforma itself is not a valid tax document.
How is a proforma invoice different from a quotation? +
A quotation is an early offer used to win the work and is usually open to negotiation. A proforma invoice comes later, once the deal is largely agreed, and is formatted like the final invoice so the buyer can confirm quantities, prices, and totals before delivery. Think of the quote as the opening offer and the proforma as the dress rehearsal for the real invoice.
Can a proforma invoice show GST? +
It can show the estimated tax so the buyer sees the full expected cost, and showing GST is common for import or customs paperwork. However, the buyer cannot claim input tax credit from a proforma - that only comes from a valid tax invoice. If you need a tax-compliant document, use the GST invoice generator for the final bill.
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