What is a proforma invoice?
A proforma invoice is a preliminary bill sent before goods are delivered or work is done. It shows the buyer exactly what they will be charged, but it is not a request for payment in the accounting sense, and it usually isn’t recorded as a sale. Once the order is confirmed and delivered, you issue a regular invoice.
When to use a proforma invoice
- Advance payment: the buyer needs a document to pay a deposit before you ship.
- International trade: importers often need one to arrange letters of credit, import licences or customs clearance.
- Internal approval: the buyer’s finance team needs it to raise a purchase order.
What to include
- The title “Proforma Invoice” and a reference number
- Seller and buyer details, plus the shipping address
- Detailed description, quantity and unit price for each item
- Shipping cost, taxes and the estimated total
- Payment terms, delivery terms (e.g. Incoterms such as FOB or CIF) and validity date
For exports, add the country of origin and HS codes in the item descriptions or Notes.
Frequently asked questions
Is a proforma invoice a legal invoice?
Generally no. It is a quotation-style document showing the expected charges. You still issue a final commercial invoice when the sale is completed.
Can customs accept a proforma invoice?
Customs authorities in many countries accept a proforma invoice in place of a commercial invoice in some cases, such as samples. Check with your freight forwarder or local customs office.
Is it really free?
Yes. You can create and download as many documents as you like without paying and without creating an account.
Where is my data stored?
Everything you type stays in your own browser. Drafts and your history are saved locally on this device, so nothing is uploaded to our servers.