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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

Details

Goods

#14,080.00
#25,250.00

Charges

Subtotal
9,330.00
Total USD
9,330.00

Notes and signature

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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

  1. Seller and buyer: full legal names, addresses, phone and email, plus tax, VAT or importer numbers where the buyer's country needs them.
  2. Number, date and validity: give each proforma its own number and a "valid until" date, because prices and freight change.
  3. 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.
  4. Ports and origin: port of loading, port of discharge and country of origin.
  5. Goods: a clear description, the HS code, quantity, unit and unit price for each line. The amount is calculated for you.
  6. Charges: add any discount, freight, insurance or tax so the total is the price the buyer pays.
  7. 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:

SectionWhat goes in it
HeaderThe words "Proforma Invoice", number, date and validity
PartiesSeller (exporter) and buyer (importer)
TermsIncoterm and place, payment terms, estimated shipment date, currency
ShippingPort of loading, port of discharge, country of origin
Goods tableDescription, HS code, quantity, unit, unit price, amount
TotalsSubtotal, discount, freight, insurance, tax, total
Bank detailsWhere to send the advance or which bank to use for the letter of credit
SignatureAuthorised 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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