Proforma invoice template
Reviewed in October 2026
A proforma invoice is a quote that looks like an invoice. It tells the buyer what they will pay before the sale happens. The seller sends it so the buyer can approve the order, arrange payment or clear customs. Fill in yours below and download it as PDF.
Proforma invoice
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What it includes
- Seller details
- Buyer details
- Proforma number
- Issue date
- Valid until
- Items, quantity and price
- Taxes and shipping
- Total and currency
- Payment terms
Proforma invoice: full text
PROFORMA INVOICE Proforma No. [PI-001] Issue date: [October 21, 2026] Valid until: [November 5, 2026] Seller: [Business name] · [Address] · [Tax ID] Buyer: [Client name] · [Address] · [Tax ID] Description | Qty | Unit price | Amount [Item] | [1] | [0.00] | [0.00] Subtotal: [0.00] Tax [name and %]: [0.00] Shipping: [0.00] Total ([currency]): [0.00] Payment terms: [for example 50% in advance, balance before shipping] Bank details: [bank, account, SWIFT or payment link] This proforma invoice is a quotation. The final invoice is issued on delivery.
Proforma invoice or invoice
| Proforma invoice | Invoice | |
|---|---|---|
| When | Before the sale | After the sale or delivery |
| What it asks | Approval or an advance | Payment of a debt |
| Is it binding | It is an offer the seller can update | It records what the buyer owes |
| Accounting | Not recorded as a sale | Recorded as a sale and a receivable |
| Number | Its own series, such as PI-001 | The invoice series, such as INV-001 |
Once the buyer accepts and the goods ship, the seller issues the final invoice. The amounts usually match the proforma unless the order changed.
What a proforma invoice must show
- The words «Proforma invoice» at the top, so no one books it as a sale.
- Seller and buyer names, addresses and tax IDs.
- A proforma number and the date it was issued.
- Each item with quantity, unit price and line total.
- Taxes, shipping and any discount, each on its own line.
- The total, the currency and how long the prices hold.
- Payment terms, such as 30% in advance and the rest before shipping.
- For exports, the Incoterm, the origin of the goods and the weight.
When you send one
- To quote a large order before the buyer commits.
- To ask for an advance payment before you buy materials.
- So an importer can open a letter of credit or request an import license.
- To give customs an estimate of value before the goods arrive.
- When a client needs internal approval before a purchase order.
An example with numbers
A furniture maker quotes 40 chairs to a café. The price holds for 15 days and the buyer pays 50% to start.
| Line | Qty | Price | Amount |
|---|---|---|---|
| Oak café chair | 40 | 85.00 | 3,400.00 |
| Delivery and setup | 1 | 150.00 | 150.00 |
| Subtotal | 3,550.00 | ||
| Sales tax 8% | 284.00 | ||
| Total, USD | 3,834.00 |
The advance is USD 1,917.00. The final invoice goes out when the chairs are delivered.
Common mistakes
- Calling it an invoice. Buyers may pay it twice or book it as a debt.
- Leaving out the validity date. Prices change and the offer needs an end.
- Using the invoice number series. Keep a separate series for proformas.
- Forgetting shipping and taxes. The buyer approves the full total, not the subtotal.
Proforma invoices for exports
An importer often needs the proforma before the goods ship. Banks use it to open a letter of credit and some customs offices use it to approve an import permit.
- Write the Incoterm, such as FOB or CIF, and the port or place it refers to.
- Add the country of origin and the HS code of each product when you know it.
- List the gross and net weight and the number of packages.
- State the currency and the bank details that will receive the payment.
The final commercial invoice must match the proforma, or explain each change. Differences slow down customs.
How to turn a proforma into an invoice
- Wait for the buyer to accept the proforma in writing or with the advance.
- Copy the lines and prices into a new invoice with the next invoice number.
- Subtract the advance already paid and show the balance due.
- Add the delivery date and the payment terms for the balance.
In the generator above, switch from «Proforma invoice» to «Invoice». The lines stay and the title changes.
How long a proforma stays valid
Most sellers set 15 to 30 days. Raw materials and freight change price fast, so a short validity protects the margin.
Write the end date as a date, not as «30 days». The buyer then knows exactly when to answer.
Proforma invoices for services
Agencies, consultants and contractors also send proformas. The lines are hours, phases or deliverables instead of products.
Split the work into milestones with a price each. The buyer approves the whole plan, and each milestone becomes its own invoice later.
Add what is not included, such as travel or licences. It avoids a second negotiation when the invoice arrives.
Let reminders go out on their own
Makatea sends the payment reminder on WhatsApp before each due date. When the customer pays, Makatea logs the payment and the balance updates.
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Frequently asked questions
Is a proforma invoice legally binding?
Not as a sale. It is an offer that holds until its validity date. The sale is recorded with the accepted order and the final invoice.
Should you pay on a proforma invoice?
Yes. It is common to ask for an advance with it before production or shipping.
Does a proforma invoice need a number?
Yes. Use its own series so you can match it with the final invoice later.
Is a proforma invoice a tax document?
No. It records no sale. The tax document is the final invoice.
Do I need an account to use the template?
No. Fill it in and download it as many times as you need.
Can I send a proforma invoice by WhatsApp?
Yes. Download the image and send it in the buyer chat, or attach the PDF.
Do I charge tax on a proforma invoice?
Show it, so the buyer sees the full cost. The tax is charged on the final invoice.
Who signs a proforma invoice?
The seller, or nobody. Many buyers accept it unsigned. A signature and a stamp help when a bank asks for it.
Can the final invoice differ from the proforma?
Yes, when the order changed. Explain each change so the buyer and customs can follow it.
Should a proforma show my bank details?
Yes, when you ask for an advance. Add the account, the bank and the SWIFT code for foreign buyers.
What is the difference between a proforma invoice and an invoice?
A proforma invoice is a quote in invoice form, sent before the sale so the buyer can approve it, pay a deposit or clear customs. An invoice records a sale that already happened and asks for payment; only the invoice counts as a tax document.
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