How to use this proforma invoice
- Keep the title “Proforma Invoice” (already filled in) so it is not mistaken for a final invoice.
- List goods with model or SKU, quantity and unit price. For exports, add the country of origin.
- Add packaging and shipping so the buyer sees the full landed cost.
- State validity, delivery terms and prepayment terms.
- Download the PDF. When the goods ship, issue a normal invoice.
What is a proforma invoice?
A proforma (or pro forma) invoice is a preliminary bill sent before goods are delivered or a service is provided. It looks like an invoice — seller, buyer, items, prices, totals — but it is a good-faith statement of what the final invoice will be, not a request for payment of a completed sale. Buyers use it to arrange prepayment or a letter of credit, to get internal purchase approval, or as supporting paperwork for an import licence or customs pre-clearance.
Proforma vs quote vs final invoice
A quote offers a price; a proforma invoice is usually sent once the buyer intends to buy and needs the exact figures; the final (commercial) invoice is issued when the goods ship or the work is done. In many tax systems, a proforma is not a tax invoice and cannot be used to reclaim tax, so you will normally still issue a final invoice. Check local rules if the proforma is for customs purposes, as authorities may require specific details.
Frequently asked questions
Does a proforma invoice need an invoice number?
It is good practice to number it so it can be referenced. Many businesses use a separate sequence (for example PF-001) — just edit the number field.
Should I record a proforma invoice in my accounts?
Generally no, because no sale has happened yet. Record the final invoice instead. Ask your accountant if you are unsure.
Can a proforma invoice be used for customs?
It is sometimes accepted for pre-clearance or with samples, but customs usually require a commercial invoice for the actual shipment. Check with the customs authority or your freight forwarder.
Can I change the title to “Pro Forma Invoice”?
Yes. Edit the Title field in Details to any wording you prefer.