A proforma invoice is a preliminary quote sent before goods are shipped. A commercial invoice is the final bill for goods actually sold and shipped, and the main document customs use to assess duty.
A proforma invoice is a quote in invoice form, sent before the sale is final. A commercial invoice is the real bill for goods that have been sold and shipped. The proforma helps the buyer commit to the order and arrange payment or an import licence; the commercial invoice demands payment and goes to customs.
| Proforma invoice | Commercial invoice | |
|---|---|---|
| When | Before the order is confirmed or shipped | When the goods are shipped |
| Purpose | Quote, order confirmation, request for advance payment | Bill for the goods sold; customs value |
| Legally binding demand for payment | No | Yes |
| Entered in the seller's accounts as a sale | No | Yes |
| Used by customs to assess duty | Only in limited cases | Yes, the main document |
| Figures | Estimated (can still change) | Final quantities, weights and values |
| Title | "Proforma invoice" | "Commercial invoice" |
Create one with the proforma invoice generator.
Every commercial export needs a commercial invoice. It shows the seller and buyer, the invoice number and date, a description of each item with its HS code, quantity, unit price and total, the currency, the Incoterm and named place, the country of origin, and weights and package details. Customs at destination use it to check the goods and calculate duty, and banks check it against the letter of credit. Create one with the commercial invoice generator.
Once the buyer accepts the proforma and the goods are ready, the seller issues a commercial invoice with the final figures, a new invoice number and the date of shipment. Quantities, weights and freight can differ from the proforma; the commercial invoice must show what was actually shipped. Keep the proforma number as a reference on the commercial invoice so both sides can trace the order, and if the buyer sent a purchase order, its PO number too.
A proforma invoice is a preliminary quote sent before the sale is final; a commercial invoice is the final bill for goods shipped and the main document customs use to assess duty.
It is not a demand for payment and is not recorded as a sale. Once the buyer accepts it, it can form part of the sales contract, but the commercial invoice is the actual bill.
Only in limited cases, such as samples or goods with no sale, and only where the customs authority accepts it. Commercial shipments need a commercial invoice.
Not always. A proforma is optional but common in international trade, especially for advance payment or letters of credit. The commercial invoice is required for every commercial export.
It should match what was actually shipped, which may differ from the proforma. Reference the proforma number so the documents can be traced.