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.
Proforma Invoice
| # | Description | Qty | Rate | Disc. | 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
Frequently asked questions
Is a proforma invoice legally binding? +
A proforma invoice is a preliminary, good-faith quote of what a final invoice will look like - it is generally not a legally enforceable demand for payment the way a commercial invoice is. It commits neither side to the sale until the order is confirmed. Treat it as an estimate, and issue a proper tax or commercial invoice once the deal goes ahead.
Can a buyer pay against a proforma invoice? +
Buyers often do pay an advance or deposit against a proforma invoice, which is exactly why it is so common for export orders and advance-payment terms. But because a proforma is not a tax invoice, it cannot be used to claim input tax credit. Once payment is received and goods are shipped, replace it with a final invoice that the buyer can use for accounting and tax.
What is the difference between a proforma invoice and a quotation? +
A quotation is an informal price offer at the start of a conversation, while a proforma invoice is formatted like a real invoice - line items, totals, terms, and a delivery commitment - so the buyer can use it for internal approvals, customs paperwork, or arranging payment. A proforma is essentially a quote dressed as an invoice for the steps just before the sale closes.
Does a proforma invoice include GST? +
A proforma can show the tax that will apply so the buyer sees the expected total, but it does not function as a GST tax document and confers no input-tax credit. This is general information, not tax advice. When the order is confirmed, issue a GST-compliant tax invoice - you can do that with the GST invoice generator.