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Proforma Invoice Generator: Free Template

Fill in a proforma invoice for an export quote or advance payment, with Incoterm, HS codes, payment terms and bank details. Download it as PDF, Word or Excel.

Parties

Seller / Exporter

Buyer

Add logo

Details

Proforma invoice no.

Date

Valid until

Buyer reference / PO no.

Incoterm

Named place

Port of loading

Port of discharge

Country of origin

Estimated shipment

Payment terms

Currency

Goods

#14,080.00

Description of goods

HS code

Qty

Unit

Unit price

#25,250.00

Description of goods

HS code

Qty

Unit

Unit price

Charges

Discount

Freight

Insurance

Other charges

Tax %

Label for other charges

Subtotal: 9,330.00
Total USD: 9,330.00

Notes and signature

Bank details for payment

Terms and notes

Next document

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A4 · 60%

PROFORMA INVOICE

No. PI-2026-0418

13 Oct 2026

Seller / Exporter

Indus Apparel Ltd Plot 14, Sector 7A, Korangi Industrial Area Karachi 74900, Pakistan +92 21 0000 0000, sales@example.com

Buyer

Nordic Retail AB Lagervägen 3 415 05 Gothenburg, Sweden +46 31 000 00 00, VAT SE000000000001

Proforma invoice no.: PI-2026-0418
Date: 13 Oct 2026
Valid until: 12 Nov 2026
Buyer reference / PO no.: NR-PO-7781
Incoterm: FCA Karachi Port, Pakistan, Incoterms 2020
Port of loading: Karachi, Pakistan
Port of discharge: Gothenburg, Sweden
Country of origin: Pakistan
Estimated shipment: Within 35 days of advance payment
Payment terms: 30% advance by T/T, 70% against copy of B/L

Description of goods	HS code	Qty	Unit	Unit price (USD)	Amount (USD)
Cotton T shirts, crew neck, 180 gsm	6109.10	1200	pcs	3.40	4,080.00
Denim jeans, slim fit, 12 oz	6203.42	600	pcs	8.75	5,250.00

Subtotal: 9,330.00
Total USD: 9,330.00

Bank details for payment

Beneficiary: Indus Apparel Ltd Bank: Example Bank Ltd, Karachi IBAN: PK00 EXAM 0000 0000 0000 0000 SWIFT: EXAMPKKA

Terms and notes

Export cartons, 100 pcs per carton. Prices valid for the quantities shown.

Authorised signature

This proforma invoice is a quotation and is not a demand for payment unless agreed.

What is a proforma invoice?

A proforma invoice is a seller's quotation laid out like an invoice. It tells the buyer exactly what will be shipped, at what price, on which Incoterm and payment terms, before the sale is final. Buyers use it to approve the order, pay an advance, open a letter of credit or apply for an import licence. It is not a demand for payment and is not booked as a sale.

How to fill in a proforma invoice

Seller and buyer: full legal names, addresses, phone and email, plus tax, VAT or importer numbers where the buyer's country needs them.
Number, date and validity: give each proforma its own number and a "valid until" date, because prices and freight change.
Incoterm and named place: for example "FCA Karachi Port, Incoterms 2020". The rule decides who pays freight, insurance and duty; see the Incoterms chooser if you are unsure.
Ports and origin: port of loading, port of discharge and country of origin.
Goods: a clear description, the HS code, quantity, unit and unit price for each line. The amount is calculated for you.
Charges: add any discount, freight, insurance or tax so the total is the price the buyer pays.
Payment terms and bank details: for example "30% advance by T/T, 70% against copy of B/L", with the beneficiary name, bank, IBAN or account number and SWIFT code.

Download the finished document as a PDF, as an editable Word file, or as an Excel sheet of the lines and totals, or print it. Your draft is saved in this browser only, so you can come back to it; nothing is uploaded to our servers.

Format of a proforma invoice

There is no single legal format, but a complete proforma invoice shows these parts, in this order:

Section	What goes in it
Header	The words "Proforma Invoice", number, date and validity
Parties	Seller (exporter) and buyer (importer)
Terms	Incoterm and place, payment terms, estimated shipment date, currency
Shipping	Port of loading, port of discharge, country of origin
Goods table	Description, HS code, quantity, unit, unit price, amount
Totals	Subtotal, discount, freight, insurance, tax, total
Bank details	Where to send the advance or which bank to use for the letter of credit
Signature	Authorised signature and company stamp

Proforma invoice tips

Write "Proforma Invoice" clearly at the top, so nobody treats it as the final bill.
Match the letter of credit. If the buyer will open an L/C from your proforma, the bank copies its wording, so check spellings and descriptions now.
Quote the landed reality. If you quote FOB or FCA, the buyer still pays freight and duty; a buyer comparing offers will add those to reach the landed cost.
Keep the number. Refer to it on the commercial invoice so the documents can be traced.

From proforma to commercial invoice

When the goods ship, the seller issues a commercial invoice with the final quantities, weights and a new invoice number. Use "Create commercial invoice" under the form to carry everything across. For the full comparison, read proforma vs commercial invoice.

Features

Opens with a filled sample you can edit
Incoterm with named place, HS code per line
Discount, freight, insurance and tax lines
PDF, Word (.docx), Excel and print
Your logo on the document
One click to turn it into a commercial invoice

Frequently asked questions

What is a proforma invoice?

A proforma invoice is a seller's quotation in invoice form, sent before the sale is final. It shows the goods, prices, Incoterm and payment terms so the buyer can approve the order or pay an advance.

Is a proforma invoice a legal document?

It is a formal offer, and once accepted it can form part of the sales contract, but it is not a demand for payment and is not recorded as a sale. The commercial invoice is the final bill.

What is the format of a proforma invoice?

A header with 'Proforma Invoice', number, date and validity; seller and buyer; Incoterm, payment terms and shipping details; a goods table with HS codes, quantities and prices; totals; bank details; and a signature.

Can I pay against a proforma invoice?

Yes. Buyers often pay an advance or open a letter of credit against a proforma invoice. The seller then issues a commercial invoice when the goods ship.

Can I download the proforma invoice in Word?

Yes. You can download it as an editable Word (.docx) file, as a PDF, or as an Excel sheet, or print it.

Is my data stored?

Your draft is saved only in your own browser so you can return to it. It is not uploaded to our servers.

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