Send buyers a proforma invoice before you ship or start work: the goods or services, prices, total and payment terms, clearly titled "Proforma invoice". Fill it in online and download PDF, Word or Excel. Free, no sign-up.
BILLED TOTom ReyesReyes Outfitters45 Front St, Ketchikan, AK 99901tom@reyesoutfitters.com
PROJECTSpring stock orderPrices and quantities for approval. Goods ship once payment is received.
DESCRIPTIONQTYRATEAMOUNT
Cedar paddle, 60 inSKU CP-60
2438.00912.00
Dry bag, 20 LSKU DB-20 · Blue
4014.50580.00
Freight to KetchikanBarge, 2 pallets
1310.00310.00
PAYMENT DETAILSBank transfer: Pacific First BankAccount name: Harbor Craft Supply LLCAccount: 2209 4471 03Reference: PF-001Prices valid until Nov 4, 2026Shipping terms: DAP Ketchikan, freight included
Subtotal$1,802.00
Total due$1,802.00
TERMSPayment is due by the due date shown. Thank you for your business.
Thank you for your business.This is a proforma invoice, not a final invoice. The final invoice is issued when the goods ship.
Sample proforma invoice. Yours will show your business and buyer.
What is a proforma invoice?
A proforma invoice is a preliminary bill a seller sends a buyer before the goods are delivered or the work is done. It looks like a normal invoice, with the seller and buyer, a description of each item, quantities, prices, any freight or tax and the total, but it is titled "proforma" and is not a demand for payment. Buyers use it to approve a purchase, arrange payment in advance, get financing or apply for an import license; sellers use it to confirm the details and collect a deposit before they commit stock or time. A proforma invoice is not recorded as a sale. Once the goods ship or the job is finished, the seller sends the final invoice, which is the one that counts for accounts and tax.
Payment in advance. You want the money before you order materials, ship goods or book the work.
International sales. The buyer needs it to arrange payment, a letter of credit or an import license before goods leave.
Purchase approval. The buyer's company needs a bill in invoice form to raise a purchase order or release funds.
Agreed details before delivery. Both sides confirm quantities, prices and terms so the final invoice holds no surprises.
How to make a proforma invoice
Open the invoice maker and tick Proforma invoice. The title changes to "Proforma invoice" on the page, the PDF, Word and Excel files.
Give it its own number. Use a separate series such as PF-001, so proforma invoices never mix with your real invoice numbers.
Add your business and the buyer. Full names and addresses. For exports, add the buyer's country and any import or tax number they need.
List the goods or services. Description, quantity and unit price for each line, plus freight, insurance or other charges on their own lines.
Add the valid-until date and shipping terms. Ticking Proforma invoice adds two fields: the date your prices hold until, and shipping terms such as FOB Seattle or DAP. Use the due date for when you need the advance payment.
Say how to pay and send it. Add your bank details for an advance payment. When the work is done or the goods ship, untick Proforma and send the final invoice.
What to include on a proforma invoice
The title "Proforma invoice", and a proforma number
Issue date, the date the prices are valid until and when payment is due
Your business name, address and contact details
The buyer's name, company and address
Each item or service with quantity, unit price and amount
Freight, insurance or other charges, expected tax and shipping terms (such as FOB or DAP)
The total, payment terms and how to pay
For exports: country of origin, weights and delivery terms if the buyer needs them
Proforma invoice example
Here is the sample above, line by line. Swap in your own goods, quantities and prices.
Item
Qty × price
Amount
Cedar paddle, 60 in
24 × $38.00
$912.00
Dry bag, 20 L
40 × $14.50
$580.00
Freight to Ketchikan
1 × $310.00
$310.00
Total due
$1,802.00
Proforma invoice vs invoice vs quote
Quote
Proforma invoice
Invoice
Sent
Before the buyer decides
After they agree, before delivery
After delivery or the work
Asks for payment?
No
Only in advance, if agreed
Yes, by the due date
Recorded as a sale?
No
No
Yes
Can change?
Yes, it is an offer
Rarely, it confirms agreed terms
Only with a credit note
Proforma invoice vs commercial invoice
Both are used when goods cross a border, but at different moments. The proforma invoice comes first, before anything ships, so the buyer can pay, arrange a letter of credit or apply for an import license. The commercial invoice travels with the shipment: customs use it to check the goods and work out duties, and it is the final bill for the sale.
Proforma invoice
Commercial invoice
When
Before shipping
With the shipment
Used for
Advance payment, import license, buyer approval
Customs clearance, duties, payment
Binding?
No, a good-faith estimate
Yes, the final bill
Extra details
Valid-until date, shipping terms
HS codes, country of origin, weights, final quantities
A proforma invoice is a preliminary bill sent to a buyer before goods are delivered or work is done. It shows what will be supplied, the prices, the total and the payment terms, but it is not a demand for payment and is not recorded as a sale.
Is a proforma invoice a legal invoice?+
No. It is a good-faith estimate of the final invoice. It is not entered in your sales ledger, and the buyer does not record it as a bill. You issue a real invoice once the goods ship or the work is complete.
Can a customer pay against a proforma invoice?+
Yes. Proforma invoices are often used to collect payment in advance. Once you receive the money, send the final invoice marked paid, or a receipt.
What is the difference between a proforma invoice and a quote?+
Both give prices before a sale. A quote is an offer the customer can accept or reject. A proforma invoice is usually sent once the buyer has agreed to buy, laid out like the final invoice, so they can arrange payment, financing or an import license.
Should a proforma invoice include sales tax or VAT?+
Show the tax you expect to charge so the buyer sees the full amount. The tax is only due when you issue the final invoice, not on the proforma.
What is the difference between a proforma invoice and a commercial invoice?+
A proforma invoice is sent before shipping, so the buyer can pay or apply for an import license. A commercial invoice goes with the shipment and is the document customs use to assess duties.
How do I turn a proforma invoice into a final invoice?+
Open the same invoice in the builder, untick Proforma invoice, give it a number from your normal invoice series and update the date. Everything else carries over.
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