Proforma Invoice Template
A proforma invoice template is a preliminary bill that lists goods, quantities, and estimated costs before a sale is finalized.
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How to fill in your proforma invoice
Complete your proforma invoice in three simple steps.
Open the template
Open the proforma invoice template directly in our editor, with no extra setup required.
Fill in the template
Add the seller and buyer details, item descriptions, quantities, and estimated totals.
Download the template
Save your completed proforma invoice download PDF to send or keep for your records.
What is a proforma invoice?
A proforma invoice is a document sent before a sale is completed, outlining the goods or services, their estimated price, and delivery terms. It gives a buyer a clear preview of costs so they can arrange payment, financing, or customs paperwork. Unlike a final invoice, it is not a demand for payment and does not appear in accounting records as a completed sale.
Key Takeaways
- A proforma invoice previews a sale
- Lists estimated costs and quantities
- Not a request for payment
What does a proforma invoice look like?
The document opens with the seller and buyer names and contact details, followed by an invoice number and issue date. Below that sits an itemized table listing goods or services, quantities, unit prices, and an estimated total. Shipping terms, payment expectations, and a validity date usually close out the page.
Why send a proforma invoice first?
A proforma invoice lets a buyer see costs, quantities, and terms before committing to a purchase. It's often used to secure financing, apply for an import permit, or confirm agreement on pricing before goods ship. Because figures can still shift slightly, the buyer knows the final invoice may differ once the order is confirmed and paid.
Can you reuse one template for repeat buyers?
Yes. A blank proforma invoice template works well for repeat buyers since the layout and terms usually stay the same. You only need to update the item list, quantities, and estimated totals each time. Many sellers keep an editable proforma invoice template on hand so they can adjust figures for each transaction without starting over.
What details matter most on this invoice?
A proforma commercial invoice template needs a precise description of goods, their harmonized system code if used, country of origin, and total estimated value. These details help customs authorities assess duties before the shipment arrives. For a proforma invoice template for international shipping, also include shipping terms such as FOB or CIF so both parties agree on who covers freight and insurance.
Frequently asked questions
