Free Template

Proforma Invoice Template

A proforma invoice template states the agreed price and terms of a sale before it is finalised, without creating a debt the buyer owes. It carries the fields buyers and customs brokers expect, and downloads as a PDF in about 60 seconds.

Typical line items

Fields you'll usually include on this invoice:

✓ The words Proforma Invoice, clearly, at the top
✓ Seller and buyer details with tax registration numbers
✓ A proforma number and issue date
✓ Each item with quantity, unit price and line total
✓ Estimated shipping, insurance and duty where relevant
✓ Validity period — how long the stated prices hold
✓ Payment terms and the bank details a deposit would go to

Invoicing Tips

✓ Label it Proforma Invoice explicitly. An unlabelled document that looks like an invoice can be recorded as payable by the buyer accounts team, which is exactly the confusion the form exists to avoid
✓ Never post a proforma to your sales ledger. No sale has occurred, so no revenue and no tax liability arise from it
✓ Give it a validity date. A proforma is a commitment to a price, and prices move
✓ Buyers commonly need one to open a letter of credit, arrange an import licence or release funds internally — ask which, because each wants slightly different detail

Common Mistakes to Avoid

✓ Recording a proforma as an account receivable, which overstates revenue
✓ Issuing one with no validity period and being held to old pricing
✓ Using a proforma where a quotation was the right document, or the reverse
✓ Forgetting to issue the real invoice once the sale completes

Frequently Asked Questions

What is a proforma invoice?

A proforma invoice is a preliminary bill issued before a sale is finalised. It sets out the goods, prices and terms in invoice format so the buyer can arrange payment, financing or an import licence — but it does not create a debt and is not recorded as revenue.

Is a proforma invoice a legal document?

It is a good-faith commitment to the stated terms, not a demand for payment. It carries no accounting effect: you do not book it as a receivable and the buyer does not book it as a payable. The real invoice, issued after the sale, does both.

When should I send a proforma invoice instead of a quote?

Send a proforma when the buyer has already agreed to buy and needs an invoice-shaped document to release funds, open a letter of credit or clear customs. Send a quote when they are still deciding.

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