Proforma Invoice Template
A proforma invoice template for the steps before a sale closes - exports, advance-payment orders, and quotes that need an invoice-like document. Fill it in online and download a clean PDF, no signup.
| # | Description | Qty | Rate | Discount | Amount |
|---|---|---|---|---|---|
| 1 | Brand identity & logo design | 1 | $28,000.00 | - | $28,000.00 |
| 2 | Website UI design (8 screens) | 8 | $4,500.00 | 10%-$3,600.00 | $32,400.00 |
| 3 | Annual hosting & support | 1 | $12,000.00 | - | $12,000.00 |
- Subtotal
- $76,000.00
- Discount
- - $3,600.00
Thank you for your business!
Payment due within 15 days via bank transfer.
Create your proforma invoice from this template
Open the proforma generator with a clean pre-sale layout and start editing instantly.
Open Proforma GeneratorWhat a proforma invoice is
A proforma invoice is a preliminary bill sent before goods are delivered or a final invoice is raised. It looks like a normal invoice - business details, line items, totals, and terms - but it is an estimate of the sale, not a demand for payment. Because it is not a tax invoice, it cannot be used to claim input tax credit and should not be entered in your books as a sale. Its job is to tell the buyer exactly what to expect so they can approve the order, arrange payment, or clear customs.
Recommended fields
- Your business name, address, email, phone, and logo
- The label "Proforma Invoice" clearly at the top so it is not mistaken for a final bill
- A reference number and the issue date
- Buyer name and address, plus shipping or destination details for exports
- Line items with description, quantity, unit price, and amount
- Estimated subtotal, any applicable tax, shipping, and grand total
- Validity period, delivery terms, and how payment should be made
How it differs from other documents
A proforma sits between a quotation and a final invoice. A quotation is an informal price offer; a proforma takes that offer and formats it like an invoice so the buyer can act on it. A commercial or tax invoice, by contrast, is the binding document raised once the sale is confirmed - it records the transaction for accounting and, where it applies, carries the tax that the buyer can reclaim. The proforma is simply the dress rehearsal before that final document.
Example use case
An exporter receives an enquiry for a bulk order from an overseas buyer who wants to pay a 30% advance before production. The exporter opens the template, lists each product with quantities and unit prices, adds estimated shipping and the destination address, and labels the document "Proforma Invoice." The buyer uses it to arrange the advance payment and to support their import paperwork. Once the advance lands, the exporter converts it into a final commercial or tax invoice for the shipment.
Converting it to a final invoice
When the order is confirmed, carry the same line items into a proper invoice. Use the invoice generator for a standard commercial invoice, or the GST invoice generator when you need a tax invoice with CGST/SGST/IGST so the buyer can claim input credit.
Common mistakes to avoid
- Forgetting to label the document "Proforma Invoice," so it reads like a final bill
- Recording a proforma as a sale or using it to claim input tax credit
- Leaving out a validity period, so an old estimate is treated as current
- Omitting delivery terms or shipping details on an export proforma
- Never issuing the final invoice once the order goes ahead
Proforma template review
Use this before sending a proforma for approval, advance payment, or export paperwork.
- Document is clearly labelled
Use 'Proforma Invoice' at the top so it is not mistaken for a final bill.
- Validity period is included
State when the estimate expires or when prices may change.
- Shipping and delivery terms are visible
For exports or goods, show delivery assumptions clearly.
- Final invoice is planned
Once the order goes ahead, issue the proper commercial or tax invoice.