Proforma invoice template for quotes and prepayment
Send a client the expected cost before work starts or goods ship. List the items, add a validity period and conditions in the terms, and download a PDF.
Fill in your proforma invoice
Edit any line, set your tax rate (0% is fine) and download a PDF. Line amounts, tax and the balance due calculate as you type.
Tax starts at 0%. Enter the rate that applies to you, or leave it at 0 if you do not charge sales tax or VAT.
For example a deposit. The PDF then shows the balance due.
- Nothing is saved on our side. Download the PDF before you leave the page.
- Amounts print with a $ sign. If you bill in another currency, say so in the notes.
- Prefer to edit offline? Download this starting point as Excel (.xlsx) or Word (.docx).
A proforma invoice is a quote formatted like an invoice. It tells the buyer what the sale will cost before delivery, so they can get budget approval, arrange prepayment or clear customs. It is not a demand for payment. The sections below cover what to include and how it differs from a quote and a final invoice.
What the proforma invoice covers
What you can do with this template, and what it does not do.
Itemized cost estimate
List each service or product with quantity and price. Line totals and the overall total calculate as you type.
Proforma labeling
How to mark the document as a proforma invoice so the client does not book it as a bill for payment.
Validity period
Where to state how long the prices hold, for example 30 days from the issue date.
Conditions that change the price
Space in the terms for anything that could change the final amount, such as exchange rates, shipping or scope changes.
Trade fields guidance
Which extra details buyers of physical goods often need: Incoterms, HS codes and shipping terms.
PDF download
Download the proforma as a PDF to send for budget approval or prepayment.
How to fill in your proforma invoice
- Proforma Invoice Label: Clearly mark as "Proforma Invoice" to distinguish from a regular invoice.
- Seller Information: Your business name, address, phone, email, and tax/VAT registration.
- Buyer Information: Client name, company, address, and contact details.
- Proforma Number & Date: Reference number and date of issue.
- Validity Period: How long the proforma pricing is valid (e.g., 30 days).
- Product/Service Description: Detailed description of goods or services to be provided.
- Quantities: Number of units, hours, or items.
- Unit Price: Price per unit or rate for services.
- Total Price: Total estimated cost before taxes.
- Taxes/Duties: Estimated taxes, VAT, customs duties if applicable.
- Shipping/Delivery Terms: Incoterms (for international), delivery timeline, shipping costs.
- Payment terms: Expected payment method, timing, and conditions.
- Terms & Conditions: Any conditions that may affect final pricing or delivery.
- Clearly Label as Proforma: Distinguish from a final invoice. Proformas are estimates, not payment demands.
- Include Validity Period: Prices change. Specify how long the quote is valid.
- Be Detailed: Include all anticipated costs. Surprises on final invoices damage trust.
- Use for Client Commitment: Have clients sign or acknowledge proforma before starting work.
- Convert to Final Invoice: Reference proforma number when issuing final invoice.
- Include All Terms: Payment terms, delivery terms, conditions, all upfront.
- Use for International Trade: Proformas are required for customs, letters of credit, and import/export.
- Version Control: If revisions are needed, issue new proforma with version number.
- Get Written Acceptance: Email confirmation or signature shows client agreement.
- Keep Records: Maintain copies of all proformas for reference and disputes.
Proforma invoices help establish pricing expectations:
When to Use Proforma Invoices:
- Before starting work on large projects
- For international shipments (customs requirement)
- When clients need budget approval
- For securing letters of credit
- When pricing may change before delivery
Proforma vs. Quote:
- Quote: General pricing estimate, informal
- Proforma: Formal document, resembles invoice format
- Proforma adds: Detailed terms, used for official purposes
Proforma vs. Invoice:
- Proforma: Estimate before delivery, not a demand for payment
- Invoice: Final bill after delivery, payment required
- Proforma becomes: Reference for final invoice
International Trade:
- Required for customs declarations
- Used to arrange letters of credit
- Includes Incoterms (FOB, CIF, etc.)
- May include HS codes for products
Best Practice:
- Include 10-15% buffer for variables
- Specify currency and exchange rate terms
- Note what could cause price changes
Proforma invoices establish expected payment terms:
Common Terms to Include:
- Payment timing: Before delivery, upon delivery, Net 30
- Deposit required: Percentage or amount due upfront
- Payment method: Wire, letter of credit, credit card
- Currency: Specify currency and who bears exchange risk
For International Trade:
- Letter of credit: Common for large international orders
- Wire transfer: Direct bank transfer, usually in advance
- Documentary collection: Bank handles documents against payment
For Services:
- Deposit: 25-50% upon acceptance
- Progress payments: At milestones
- Final payment: Upon completion
Validity Terms:
- Typical validity: 30 days
- Price guarantee period
- What happens if accepted after expiry
Conditions:
- Subject to availability
- Subject to credit approval
- Materials cost fluctuation clauses
- Not Labeling as Proforma: Clearly mark as "Proforma Invoice" to avoid confusion with final invoices.
- No Validity Period: Always include how long pricing is guaranteed.
- Incomplete Cost Breakdown: Include all costs: product, shipping, taxes, duties. No surprises later.
- Missing Terms: Include payment terms, delivery terms, and conditions upfront.
- No Client Acknowledgment: Get written acceptance before proceeding with work or shipment.
- Poor Version Control: When revising, issue new proforma with clear version numbering.
- Not Converting to Invoice: Reference proforma number when issuing final invoice.
- Missing International Requirements: For trade: include Incoterms, HS codes, and required declarations.
- Currency Ambiguity: Specify currency and who bears exchange rate risk.
- Treating as Final Invoice: Proformas are estimates. Final invoice should follow upon delivery.
Proforma invoice: frequently asked questions
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Guides and articles
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