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Proforma invoice template

Reviewed by Clausery editors · · 3 min read

A proforma invoice shows prices and details before the goods or services are supplied. It is not a demand for payment and not a VAT or tax invoice. Fill it in online and download it as an editable Word file or printable PDF.

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Use a proforma invoice to give a buyer the final expected cost before you supply goods, or for customs paperwork to state the value of a shipment. Unlike a sales invoice, it does not ask for payment and does not go into your accounts as an amount owed.

This template starts from the same invoice layout and adds clear "Proforma invoice" wording, with a note that it is not a VAT/tax invoice. You can still add line items, tax, shipping and any other detail the buyer or customs needs.

What to include#

  • Clear proforma label. Titled Proforma invoice so it is not mistaken for a demand for payment.
  • Buyer and seller details. Your business details and the customer details, same as a sales invoice.
  • Line items and totals. Description, quantity, unit price, line amount and totals with optional tax and shipping.
  • Currency and validity. State the currency and how long the proforma prices are valid for - useful when material prices change.
  • Optional customs fields. Reason for export, HS codes, country of origin and incoterms when you use the proforma for shipping.

How to fill it in#

  1. Step 1: Start from the proforma template

    Open it using the button below. The heading is already set to Proforma invoice.

  2. Step 2: Add buyer and seller details

    Your business information, the customer and any reference they gave you.

  3. Step 3: List the goods and prices

    Enter each item with quantity and price. Include shipping and any other charges as separate lines.

  4. Step 4: Add validity and terms

    Set an expiry date for the prices and any notes about shipping or customs.

  5. Step 5: Download and send

    Download as Word or PDF. When the buyer confirms and you are ready to bill, create a normal sales invoice for the actual charge.

Free invoice template (sales)

The sales invoice you send when payment is due.

Quote template

A fixed price offer that becomes binding on acceptance.

Blank invoice template

Starting point for any invoice.

Simple invoice template

One-page simple sales invoice for small jobs.

Quote vs estimate vs invoice

Which document to send at each stage of a job.

Questions

Is a proforma invoice legally binding?

It is not usually a demand for payment and not normally a binding contract. The buyer is agreeing to the price and details when they place an order or pay on the back of it, but your terms and conditions govern any commitment.

Do I pay tax on a proforma invoice?

No. You do not normally account for VAT/GST/sales tax on a proforma. Issue a proper tax invoice when the supply happens and payment is due, following local rules.

Can I turn it into a real invoice?

The cleanest way is to create a sales invoice for the confirmed order using the same line items. Simply changing the title later can confuse records.

Do I need a proforma for international shipping?

Many customs authorities ask for a proforma (or commercial) invoice stating the value, origin and reason for export when goods cross a border.

How long should the prices stay valid?

Long enough for the buyer to decide, short enough that your costs will not change - 14 to 30 days is common. State the date the prices expire.

Browse all invoice templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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