A proforma invoice is a preliminary invoice that tells a buyer what an order will cost before the goods ship or the work starts. It lists the items, prices, tax and terms. It is a statement of intent, not a final request for payment, and it does not replace the final invoice.
When to use a proforma invoice
A proforma invoice helps when the buyer needs a document before the sale is complete.
- Export and import orders. Buyers often need it to plan costs or prepare import paperwork.
- Advance payment. A customer pays a deposit or the full amount before you ship.
- Made-to-order goods. You need confirmation before you buy materials or start production.
- Bank or budget approval. The buyer must show a document to a bank or an internal approver.
- Sample shipments. You show a value for goods that are not sold yet.
For the full background, read the guide on pro forma invoices.
What to include on a proforma invoice
Make the document clear so the buyer can act on it. Use these fields:
- Your business details: business name, address and email in the "From (your business)" section.
- Buyer details: name and address in the "Billed to" section.
- Proforma number and date: use a separate number series from your final invoices.
- Due date: the date by which the buyer should pay or confirm. The generator has a due date field for this document.
- Currency: USD, EUR, GBP, TRY, DKK, NOK, SEK, PLN, RON, IDR, THB or UAH.
- Line items: description, quantity and unit price for each product or service.
- Tax: a "Tax %" per line. Totals show subtotal, tax and total.
- Notes: payment terms, delivery terms, validity period, bank details and a clear statement such as "This is a proforma invoice and not a request for payment."
The generator has no logo or signature field. Add references and terms in the Notes, and sign the printed PDF if you need a signature.
How to create a proforma invoice with this generator
- Open the generator. You do not need an account.
- Under "From (your business)", enter your business name, address and email.
- Under "Billed to", enter the buyer name and address.
- Under "Document details", enter the proforma number, date, due date and currency.
- Under "Line items", click "Add item" for each product or service. Enter the description, quantity, unit price and tax percentage. Click "Remove item" to delete a row.
- Watch the live preview. It updates as you type.
- Under "Notes", add payment and delivery terms and the statement that this is not a final invoice.
- Click "Download PDF".
Your data is not saved between visits, so keep the PDF in your own records.
Common mistakes
- No clear label. Show "Proforma Invoice" so nobody treats it as a final bill.
- Reusing final invoice numbers. Keep a separate series so your sales records stay correct.
- Missing terms. Without delivery and payment terms, the buyer cannot plan.
- Wrong currency or tax. Check the currency and tax percentage on each line before you send.
- Using it as the customs document. Customs usually asks for a commercial invoice. Requirements vary by country, so check with your freight agent or customs office.
- Forgetting the validity period. Prices change. State how long the offer holds.
Proforma invoice vs other documents
| Document | When | Purpose |
|---|---|---|
| Quote | Before an order | Offer a price |
| Proforma invoice | After interest, before shipping | Preview the final invoice and support advance payment |
| Commercial invoice | At shipment | Record the sale, often used for customs |
| Invoice | After delivery | Request payment |
A quote is a simple offer. Use the quote generator for that. A proforma invoice is closer to an invoice, but it does not start the payment clock in the same way. The commercial invoice guide explains the shipping document. If you take a deposit, read about invoice deposits.
Next steps
When the order is confirmed, create the final bill with the invoice generator. If you need to confirm an order with a supplier, use the purchase order generator. Working across borders? The currency converter helps you check amounts before you choose a currency.
Prefer to fill it in Word, Excel or by hand? Download our free invoice and receipt templates in DOCX, XLSX and PDF.
Frequently asked questions
- Is a proforma invoice legally binding?
- A proforma invoice is a preliminary document, not a final bill, so it is usually not a demand for payment by itself. Once the buyer accepts it and agrees to the terms, it can support a contract. Rules differ by country. Check with your accountant or a legal adviser for your case.
- What is the difference between a proforma invoice and a commercial invoice?
- A proforma invoice is sent before the sale is final. It gives the buyer the expected price and terms. A commercial invoice is issued when the goods ship or the service is done, and it records the actual sale. Customs offices often ask for the commercial invoice.
- When do I send a proforma invoice?
- Send it after the buyer shows interest and before you ship goods or start work. It is common for export orders, custom or made-to-order items, and deposits. The buyer can use it to arrange payment, apply for funds or prepare import paperwork.
- Does a proforma invoice need a number?
- Yes, give it a number so both sides can refer to it. Use a separate series from your final invoices, for example a PF prefix. This keeps your accounting clean, because a proforma invoice is not a final sales record in most systems.
- Can I convert a proforma invoice into a final invoice?
- Yes. When the order is confirmed and goods ship or work ends, create a final invoice with a new number. Copy the line items from the proforma and update any changed prices or quantities. Add a due date and reference the proforma number in the Notes.
- Is this proforma invoice generator really free?
- Yes. It is free, needs no sign-up and runs in your browser. Nothing you type is stored on the server, and your data is not saved between visits. Download the PDF and keep your own copy before you close the page, because the tool cannot restore it later.