Proforma Invoice Template
A proforma invoice is a preliminary bill you send before goods ship or services begin. It outlines the expected items, prices, taxes, and terms so your client can review and approve in advance. Use it to request prepayment, confirm scope, and avoid surprises—then convert it into a final invoice once everything is delivered.
A proforma invoice is an informational document—not a demand for payment. It communicates the intent to sell, giving your buyer a clear view of the goods or services, quantities, prices, delivery terms, and expected taxes. It's useful for customs, purchase approvals, and budgeting. Unlike a commercial invoice, it usually doesn't trigger accounting entries until confirmed.
When to Use It
Seller and buyer details (names, addresses, contacts)
Unique proforma invoice number and issue date
Itemized list with quantities and unit prices
Estimated taxes, duties, shipping, and discounts
Payment terms (deposit, due date, methods)
Incoterms or delivery terms if shipping goods
Validity period for the quoted prices
Currency and totals breakdown
How to Create One in Minutes
- 1
Open the invoice generator
Start with our free invoice generator
- 2
Enter business and client details
Add complete contact information for both parties
- 3
Add items and pricing
List items, quantities, currency, and tax/VAT if applicable
- 4
Add terms and notes
Include delivery terms and note this is a proforma invoice
- 5
Download and send
Export as PDF and send for approval
- 6
Issue final invoice
After delivery, use the same data to create a commercial invoice
A proforma invoice estimates and informs; a commercial invoice records the actual sale. Use proforma to clarify expectations and request deposits. Use a commercial invoice to finalize amounts for accounting and payment.
Pro tip: With Invoice Foundry, you can reuse the same data for both—saving time and eliminating errors.