Proforma Invoice Template
Requesting an advance payment, or sending buyers and customs a preview before shipping.
- Proforma number and validity date
- HS code, Incoterm and country of origin
- Freight and insurance line
- Advance payment required
Advance payments & exports · Word, Excel & PDF
Proforma Invoice Template and Format
A free proforma invoice template for requesting an advance payment or sending buyers and customs a preview of the final invoice, with HS codes, Incoterms and freight.
4.8/5 on G2 · Our invoice generator is used by 50,000+ people · Updated September 2026What is a proforma invoice?
A proforma invoice is a preliminary invoice sent before goods or services are delivered. It shows what the final invoice will look like, so the buyer can approve it, pay an advance, or arrange import permits and financing.
A proforma invoice is not a demand for payment and is not a tax invoice. It is a good-faith estimate of the final bill, sent after the buyer has agreed to buy. Exporters use it so buyers can open a letter of credit, apply for import licences or pay a deposit; service businesses use it to collect payment upfront. Once the goods ship or the work is done, you issue the real invoice.
- Sent after the buyer agrees, before delivery
- Clearly labelled "Proforma Invoice"
- Not a tax invoice: no VAT or GST is accounted for on it
- Often used for advance payments, letters of credit and customs
- Replaced by a commercial or tax invoice on delivery
Download a Free Proforma Invoice Template
Proforma Invoice vs. Quotation vs. Commercial Invoice vs. Tax Invoice
| Document | When | Binding? | Used for |
|---|---|---|---|
| Quotation | Before the buyer agrees | Becomes binding once accepted | Offering a price. See quotation templates |
| Proforma invoice | After agreement, before delivery | No, a preview | Advance payment, letter of credit, import permits |
| Commercial invoice | At shipment | Yes | Customs clearance and payment for exported goods |
| Tax invoice | On supply | Yes | Payment and VAT/GST records. See tax invoice format |
What to Include on a Proforma Invoice
| Field | Notes |
|---|---|
| "Proforma Invoice" title | Makes it clear this is not a demand for payment |
| Seller and buyer details | Names, addresses and contact details; tax IDs if relevant |
| Proforma number, date and validity | Prices usually hold for 15 to 30 days |
| Description, HS code, quantity and unit price | HS codes help the buyer estimate duties and clear customs |
| Incoterm and place | For example FOB Shanghai or DAP Rotterdam: who pays freight and when risk passes |
| Country of origin and estimated shipment date | Needed for import permits and planning |
| Freight, insurance and other charges | So the buyer sees the full landed cost |
| Payment terms and advance required | For example 30% advance, balance against documents |
| Bank details | Where to send the advance |
How to Create a Proforma Invoice
1
Confirm the order
Agree the goods or services, quantities, price and Incoterm with the buyer.
2
Fill in the template
Add both parties, a proforma number, date and validity, and each item with its HS code.
3
Add charges and terms
Freight, insurance, taxes if any, payment terms and the advance required.
4
Send and collect the advance
Email it as a PDF with your bank details, and start work or shipping once the advance clears.
5
Issue the final invoice
On shipment or completion, issue the commercial or tax invoice and deduct the advance. The free invoice generator is quickest.
When to Use a Proforma Invoice
Collecting an advance payment
For custom work or first orders, send a proforma and start once the deposit arrives.
Letters of credit
Buyers often need a proforma to open a letter of credit with their bank; the final documents must then match its terms.
Import licences and customs planning
Importers use the proforma to apply for permits and estimate duties before goods ship.
Internal purchase approval
Large organisations need a document showing the exact cost before a purchase order is approved.
Samples and no-charge shipments
Some shipments with no sale, such as samples, travel with a proforma stating a value for customs.
Prepaid services
Agencies and consultants send a proforma for retainers or bookings paid in advance, then a tax invoice once paid.
Proforma Invoice Example
A simple export order, as it would appear on the template.
| Item | HS code | Qty | Unit price | Amount |
|---|---|---|---|---|
| Cotton t-shirts, assorted sizes | 6109.10 | 500 pcs | USD 4.20 | USD 2,100.00 |
| Freight and insurance (FOB to CIF) | USD 180.00 | |||
| Total | USD 2,280.00 | |||
| Advance required (30%) | USD 684.00 |
Balance of USD 1,596.00 payable against shipping documents. Incoterm: CIF Rotterdam. Valid until the date shown.
Proforma Invoices for Customs and Letters of Credit
- Use the same descriptions, quantities and prices on the proforma, the commercial invoice and the packing list. Mismatches delay clearance and payment.
- Use at least the 6-digit HS code, which is shared internationally; the importing country may add more digits.
- State the Incoterm and the named place, for example "FOB Chittagong" or "DAP Hamburg".
- If a letter of credit is involved, copy its wording for the goods description exactly.
- Give the proforma its own number series, such as PI-0001, separate from your invoice numbers.
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Proforma Invoice Template FAQs
What is a proforma invoice?
A preliminary invoice sent before delivery that shows the buyer what the final invoice will contain. It is used to request an advance, open a letter of credit or apply for import permits.
Is a proforma invoice legally binding?
No. It is a good-faith estimate and not a demand for payment. The binding documents are the accepted quote or contract and the final invoice.
Do you charge VAT or GST on a proforma invoice?
You can show the tax that will apply, but a proforma is not a tax invoice, so tax is accounted for only on the final tax invoice. Check local rules with your accountant.
What is the difference between a proforma invoice and a quotation?
A quotation is an offer before the buyer agrees. A proforma invoice comes after agreement and previews the final invoice, usually to collect an advance or for customs.
Can a proforma invoice be used for customs?
Some customs authorities accept a proforma for samples or goods with no sale, or before the commercial invoice is ready, but most shipments need a commercial invoice. Check with your freight forwarder.
How long is a proforma invoice valid?
Commonly 15 to 30 days. State the validity date on the document, because exchange rates and freight costs change.
Does a proforma invoice need a number?
Yes. Give it its own series, such as PI-0001, so it is not confused with your tax invoices and can be referenced in payments.
Can I cancel or change a proforma invoice?
Yes. Because it is not a tax invoice, you can issue a revised proforma. Mark it clearly, for example PI-0001-R1, so everyone uses the latest version.
Can I ask for full payment on a proforma invoice?
Yes. Many sellers ask for 100% prepayment for first orders or custom goods. State it in the payment terms.