Free Proforma Invoice Template
A proforma invoice template for sending a preliminary bill or quote before goods ship or work begins. Download it free as Word, Excel, PDF, Google Docs, or Google Sheets and lay out estimated quantities, prices, and terms so your buyer can arrange payment, financing, or an import permit. A proforma invoice is not a demand for payment - it's a good-faith estimate that becomes a commercial invoice once the sale is final.
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| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Product A - estimated unit price (per unit) | 200 | $6.50 | $1,300.00 |
| Product B - estimated unit price (per unit) | 100 | $14.00 | $1,400.00 |
| Estimated packaging and handling | 1 | $90.00 | $90.00 |
| Estimated international freight (CIF) | 1 | $410.00 | $410.00 |
| Estimated insurance | 1 | $55.00 | $55.00 |
| Subtotal | $3,255.00 | ||
| Sales tax (8%) | $260.40 | ||
| Total | $3,515.40 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Exporters quoting overseas buyers before a shipment is finalized
- ✓Manufacturers providing price estimates for bulk or custom orders
- ✓Suppliers helping buyers secure import permits or letters of credit
- ✓Wholesalers confirming pricing and terms ahead of a purchase order
- ✓Businesses requesting advance payment or a deposit before producing goods
What to include
- ✓Clear 'Proforma Invoice' label so it isn't mistaken for a final bill
- ✓Seller and buyer names, addresses, and contact details
- ✓Estimated description, quantity, and unit price for each item
- ✓Estimated totals, currency, and any taxes or duties
- ✓Terms of sale (Incoterms) and proposed payment terms
- ✓Validity period - how long the quoted prices hold
- ✓Issue date and a reference or quote number
Available in 5 formats
Word (.docx)
Fully editable in Microsoft Word, Google Docs, Apple Pages and LibreOffice — best for quick text edits.
Excel (.xlsx)
Line totals, subtotal and tax calculate automatically — best if you want the math done for you.
A clean, print-ready, fixed layout — best for emailing a finished invoice to a client.
Google Docs / Sheets
Open in your browser, then File → Make a copy to edit and share with your team.
Invoicing tips for proforma
- ✓ Label the document 'Proforma Invoice' prominently so buyers and customs know it's an estimate, not a payable invoice.
- ✓ Add a validity date (e.g., 'prices valid for 30 days') so you aren't bound to outdated pricing.
- ✓ Match your line descriptions to what will appear on the final commercial invoice to avoid discrepancies at customs.
- ✓ Use it to request a deposit or arrange a letter of credit before you commit to production.
- ✓ Note that figures are estimates and the final commercial invoice will reflect actual quantities and prices.
Proforma invoice FAQ
Is a proforma invoice legally binding?
Generally no. A proforma invoice is a good-faith estimate, not a demand for payment or a final sales contract. It commits you to the quoted terms only for the stated validity period. The binding document is the final commercial invoice or signed contract.
When do I send a proforma invoice instead of a regular invoice?
Send it before the sale is complete - to provide a quote, let a buyer arrange financing or an import permit, or to request a deposit before you produce or ship goods. Once the transaction is final, you issue a commercial invoice.
Can customs use a proforma invoice?
Customs may accept a proforma for certain purposes like temporary imports, samples, or duty estimation, but the final shipment normally needs a commercial invoice showing the actual transaction value. Always check the destination country's requirements.
Do I record a proforma invoice in my accounting?
No. Because it's an estimate and not a payable, a proforma invoice isn't entered into accounts receivable. You record the sale only when you issue the final commercial invoice tied to the actual transaction.
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