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.

Before sending a proforma invoice

The proforma should help the buyer approve the order without being confused for the final accounting document.

Label it clearly

Use 'Proforma Invoice' so the buyer does not treat it as a final tax invoice.
Add validity and assumptions

State how long prices are valid and whether shipping, tax, or exchange rates can change.
Issue the final invoice later

After delivery or confirmed sale, replace the proforma with the proper commercial or tax invoice.
Keep wording consistent

Use the same item names and quantities on the final invoice unless the order changes.