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Free proforma invoice template

A proforma invoice shows the buyer exactly what they will be billed before you supply the goods. Buyers use it to pay an advance or to get approval. When the order is confirmed, turn it into the final invoice in one tap.

Use this proforma invoice template

What a proforma invoice is

A proforma invoice, also written pro forma invoice, is an offer laid out like an invoice. It shows the goods, the prices, the taxes, and the total before supply, so the buyer can pay an advance, get approval, or arrange a bank payment.

It is not a tax invoice. When you supply the goods, issue the tax invoice.

What it should show

  • Your business name, address, and tax number
  • The buyer’s name and address
  • A number and the date
  • Each item, with the quantity, rate, and amount
  • Taxes, if you charge them
  • The total, and the total in words
  • How long the offer is valid
  • Payment terms, and delivery terms such as an Incoterm like FOB or CIF
  • The HS code of each product, which customs use for goods sent abroad
  • Your bank details, so the buyer can pay the advance
  • A signature by you or your authorised signatory

From proforma to final invoice

When the buyer confirms, choose “Turn into invoice”. The buyer and the items carry across, and the invoice gets the next invoice number. If they paid an advance, record it on the invoice, and the balance is worked out.

Numbering

Proforma invoices share their numbers with your quotations. If you send more proforma invoices than quotations, change the quotation prefix in Settings, such as to PI-.

Checked on .

A sample proforma invoice, made with this template. The names and prices are examples.

Questions

Is a proforma invoice a tax invoice?

No. It is an offer that shows what will be billed. Issue a tax invoice when you supply the goods.

Is a “performance invoice” the same thing?

Yes. People often say or type performance invoice when they mean proforma invoice. There is no separate document called a performance invoice, so this format is the one to use.

How is it different from a quotation?

Both offer a price. A proforma invoice is laid out like the final invoice, and usually comes once the buyer has agreed, often to ask for an advance.

Can I add VAT or GST?

Yes. Add your tax under the tax buttons and set the rate on each item. For India, it can show CGST and SGST, or IGST.

Can I use my own currency?

Yes. Choose the currency on each proforma invoice, such as dollars, pounds, dirhams, or rupees.

Is this proforma invoice format free?

Yes. Make as many as you need, with no watermark and no signup.

Helpful guides

Quote or estimate: what is the difference?When to give a fixed price, and when to give your best guess.What to include on an invoiceThe details that get an invoice paid without questions.

More templates

Sample of the quotation formatQuotation formatItem rates, the total in words, and a valid-until date, ready to become an invoice.Sample of the delivery noteDelivery noteGoods and quantities with no prices, signed by whoever receives them.Sample of the uk vat invoiceUK VAT invoiceFor VAT-registered businesses, with the tax point and the VAT rate on each line.Sample of the australian tax invoiceAustralian tax invoiceWith your ABN, the words Tax Invoice, and the GST on each item.