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Proforma invoice template

A proforma invoice: a quote laid out as an invoice, with a valid-until date and delivery terms, for advance payment, import licenses or the buyer's approval.

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Proforma invoice template: an example, filled in

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What’s in this template

  • "PROFORMA INVOICE" as the title
  • Valid until and delivery terms fields
  • Description, quantity, unit price and amount
  • Total, without a due date
  • Notes that say it is not a demand for payment

How to fill it in

  1. Pick a format. Download the Word or Excel file or the printable PDF, make your own copy in Google Docs or Google Sheets, or fill the template in online and download the finished PDF.
  2. Add seller, buyer and tax numbers. Fill in both companies with their addresses and VAT or tax numbers if you trade across borders.
  3. Quote the goods and terms. List the goods with quantities and unit prices, the delivery terms (for example an Incoterm such as DAP Hamburg) and how long the offer is valid.
  4. Send it, then invoice for real. Send the proforma for approval or advance payment; when you ship, issue a regular invoice with its own number.

Fill in the proforma template online

When to use it

A proforma invoice is a commitment to sell at the stated price, not a bill. Exporters send one so the buyer can pay in advance, open a letter of credit or get an import license; service businesses use it when a client’s finance team wants an invoice-shaped quote before raising a purchase order.

Tips

  • Use its own numbering (PF-…) so proformas never mix with your real invoices.
  • Set a valid-until date. Prices and exchange rates change.
  • Issue a regular invoice when you deliver. The proforma does not count for tax. More in proforma invoices explained.

Frequently asked questions

Is a proforma invoice legally binding?

It is an offer: you commit to the price and terms if the buyer accepts. It is not a tax invoice, so it does not create a debt or count for VAT; the final invoice does.

What is the difference between a proforma invoice and a quote?

Very little in content. A proforma uses the invoice layout and is often what banks and customs offices ask for when a payment or shipment has to be arranged in advance.

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